Salary: $55,224.00 – $74,376.00 Annually
Location : Thurston County – Olympia, WA
Job Type: Full Time – Permanent
Remote Employment: Flexible/Hybrid
Job Number: 2023-09304
Department: Office of Superintendent of Public Instruction
Division: Legal Services
Opening Date: 07/21/2023
Closing Date: 8/6/2023 11:59 PM Pacific
Description
GENERAL SERVICE
JOB ANNOUNCEMENT
Public Disclosure Specialist (Program Specialist 3) – Public Records
$55,224 – $74,376 annually
Closes August 06, 2023
The Washington State Office of Superintendent of Public Instruction (OSPI) seeks to fill Public Disclosure Specialist. This full-time position is based in Olympia, Washington. This position may be eligible for partial to near full-time telework. Telework is a combination of in-building and off-site days. We encourage interested candidates to visit the OSPI website to gain insight into our agency.
About OSPI and our initiatives
OSPI is the primary agency charged with overseeing public K-12 education in Washington state. Working with the state’s 295 public school districts and 7 state-tribal education compact schools, OSPI allocates funding and provides tools, resources, and technical assistance so every student in Washington is provided a high-quality public education.
At OSPI, we recognize that our employees are the key to the success of the agency. We are committed to our work but value the balance with our personal lives. We demonstrate our commitment to employees by providing an environment that stimulates professional growth and values them for their expertise. OSPI is a great place to work and has several initiatives to help create a great working environment, including:
- We support a healthy work/life balance by offering flexible/alternative work schedules and mobile and telework options. (Depending on job duties and work location.)
- We have an Infant at Work Program that is based on long-term values of newborns and infant-parent bonding. Eligible employees who are new parents or legal guardians can bring their infant (six weeks to six months) when returning to work. (Depending on job duties and work location.)
- We value and are actively involved in promoting diversity, equity and inclusion within OSPI by way of cross-divisional, collaborative committee. The focus of the committee includes employee engagement and education; reinforcing OSPI values; and maximizing the value of diversity and identifying strategies for inclusion.
Vision, Mission, and ValuesVision: All students prepared for post-secondary pathways, careers, and civic engagement.
Mission: Transform K-12 education to a system that is centered on closing opportunity gaps and is characterized by high expectations for all students and educators. We achieve this by developing equity-based policies and supports that empower educators, families, and communities.
Values: Ensuring Equity, Collaboration and Service, Achieving Excellence through Continuous Improvement, Focus on the Whole Child
Equity
Each student, family, and community possesses strengths and cultural knowledge that benefits their peers, educators, and schools. Ensuring educational equity:
- Goes beyond equality; it requires education leaders to examine the ways current policies and practices result in disparate outcomes for our students of color, students living in poverty, students receiving special education and English Learner services, students who identify as LGBTQ+, and highly mobile student populations.
- Requires education leaders to develop an understanding of historical contexts; engage students, families, and community representatives as partners in decision-making; and actively dismantle systemic barriers, replacing them with policies and practices that ensure all students have access to the instruction and support they need to succeed in our schools.
Position Overview
This lead position will oversee the agency response to public records requests.
This position will provide consultation to agency staff and external requestors regarding complex public records requests. This position will also provide management recommendations and make determinations on responses to public records requests on behalf of the agency Public Records Officer (PRO). This position is also responsible for conducting various administrative duties regarding the access and release of public records mandated under the WA State Public Records Act RCW 42.56. This position will supervise a Forms and Records Analyst position.
Key Responsibilities
Public Disclosure Oversight
- Oversees, tracks, routes, and verifies fulfillment of public records requests, including managing the intake process.
- Oversees, tracks, routes, and verifies fulfillment of subpoenas received for records.
- Provides customer service to the public; responds to questions about availability of public records, requesting records, etc.
- Facilitates communicates with records requestors; clarifies requests, availability of records, timelines, etc.
- Consults with and provides expertise and guidance to agency staff and management on Public Records Act compliance.
- Leads the response to, and designs appropriate workflow for, complex or enterprise-wide requests.
- Directs appropriate enterprise-wide electronic records searches, including conducting, assigning, and/or overseeing email pull production and review.
- Searches, compiles, organizes, and digitizes responsive records for court proceedings, public records requests, and other records requests.
Performance Measurement and Quality Control
- Is responsible for performance measurement and statistical reporting regarding public records disclosure including compiling and reporting statistical information to the Join Legislative Audit & Review Committee as required by RCW 40.14.026.
- Analyzes data to seek standardization in current workflow processes to gain efficiency within current disclosure processes.
- Advises the Public Records Officer in quality control and compliance auditing of public records responses and litigation discovery.
- Consults with management personnel, identifies and analyzes disclosure problems, and proposes solutions to meet program and system requirements.
- Assists in training and mentoring new staff in public disclosure processes.
Supervision:
- Provide support and mentorship to forms and records analyst and other agency personnel responsible for public records disclosure.
- Ensures analysts and staff have the skills and resources to get things done. Provides coaching, training, and opportunities for growth to improve their skills.
- Balances guiding the others’ actions with granting authority for decision-making within set limits. Provides direction when needed without micro-managing.
Required Qualifications:
- Bachelor’s degree and two years of experience including planning, policy analysis, coordination and consultation with a variety of public and private agencies, organizations, and/or levels of government with at least one of those years in public disclosure or litigation discovery process experience; or alternative education and experience may be considered.
- Experience coordinating workflows and other administrative activities within all organizational levels.
- Experience leading or supervising others.
- Ability to maintain the highest degree of confidentiality along with accuracy and attention to detail, without losing sight of the big picture.
Desired Qualifications:
- Advanced working knowledge of the Public Records Act (RCW 42.56) and applicable rules, as well as keeping up to date on changes in law that affect agency compliance with public disclosure obligations.
- Demonstrated ability to provide excellent customer service and effectively communicate with coworkers and the public regarding questions about availability of public records, requesting records, etc.
- Familiarity with Microsoft eDiscovery and/or keyword query language.
- Detail oriented, follow directions, and ability to meet deadlines.
- Ability to work independently with minimal supervision, and exercise good independent judgment.
- Experience providing exceptional customer service over the phone and through e-mail.
- Detail oriented, follow directions, and ability to meet deadlines.
- Public Records or records management experience within state government.
Compensation
The annual compensation for the position is $55,224 – $74,376 per year and depends upon experience, educational background and qualifications. Geographic differentials may be applied based on work location of successful candidate. Washington State offers a generous benefit package including health, dental and life insurance, retirement and an optional deferred compensation program. Please visit Health Care Authority for information regarding health benefits and the Department of Retirement Systems for retirement plan information. This is a Washington General Service position. This position is not represented by a bargaining unit.
Application Process
Those interested in this position must apply through Careers.wa.gov. Applications must include the following documents in MS Word and PDF format only:
- A letter of interest specifically addressing the qualifications listed in this announcement;
- A current résumé, and;
- A list of three or more professional references.
Please address any questions to:
Human Resources
Office of Superintendent of Public Instruction
600 Washington Street Southeast
Olympia, Washington 98504-7200
360-725-6066:
Persons needing accommodation in the application process or this announcement in an alternative format may contact the Human Resources Office at (360) 725-6270 or (360) 725-6066, or e-mail hroffice@k12.wa.us.
New Jobs Alert Service
OSPI offers a subscription service, which regularly notifies subscribers of new OSPI employment opportunities on careers.wa.gov. Subscribers are notified via text or email alert. If you are interested in this service, then please subscribe at this location.
OSPI is an equal opportunity employer and encourages applications from job seekers who will contribute to our diversity. OSPI provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation including gender expression or identity, the presence of any sensory, mental, or physical disability, or the use of a trained dog guide or service animal by a person with a disability. If you would like, please include your name and gender pronouns in your application, to ensure we address you appropriately throughout the application process. Persons needing accommodation in the application process or this announcement in an alternative format may contact the human resource consultant listed in “Application Process.”
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees’ Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems’ web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave
Leave Sharing
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 12-31-2022
01
Please select the answer that best describes your education and professional experience:
- I have a Bachelor’s degree and 2 years of experience including planning, policy analysis, coordination, and consultation with a variety of public and private entities, organizations, and/or levels of government.
- I have an Associate’s degree and 4 years of experience including planning, policy analysis, coordination, and consultation with a variety of public and private entities, organizations, and/or levels of government.
- None of the above
02
Do you have at least one year of experience in public disclosure or litigation discovery process?
- Yes
- No
03
Please describe your knowledge of relevant state government processes, laws, and legislative processes
- Beginner
- Intermediate
- Skilled
- Expert
- None of the above
04
Do you have experience functioning effectively in a fast-paced, complex work environment? This includes experience multi-tasking, prioritizing work for self and others, handling short deadlines, working independently, and serving as a positive and supportive team member.
- Yes
- No
05
How many years of experience do you have with project management, individual and group decision making strategies, and collaborative long-range planning strategies?
- I have less than 1 year of experience
- I have 1-2 years of experience
- I have 2-3 years of experience
- I have 3+ years of experience
- None of the above
06
Can you meet all of the conditions of employment with our without reasonable accommodation as outlined in the recruitment announcement?
- Yes
- No
07
How did you hear about this job opportunity?
- Careers.wa.gov
- OSPI Jobs Page
- OSPI Employee Referral
- Military Outreach Event
- Career Fair
- Other
08
Did you attach the required documents (cover letter, resume, list of references)?
- Yes
- No
09
Do you currently have a relative working in our agency?
Required Question