State of Washington Classified Job Specification
FORMS & RECORDS ANALYST 3
Positions at this level are specialists in two or more system areas such as financial records, student records, resident records, or function as a management consultant for complex manual and/or electronic forms and/or records problems, or provide management consultation and determinations on responses to public record requests. Incumbents may oversee the work of subordinate staff and coordinate the day-to-day delivery, distribution, access, maintenance and retention of manual and/or electronic forms and/or records.
Positions allocated to the Forms and Records Analyst series are distinguished from the Health Records Technician series and Medical Coding Specialist series by the absence of work involving primary responsibility for the release of health and/or medical records or duties such as medical diagnostic and procedural coding a majority of the time.
Schedules and coordinates manual and electronic forms and/or records management services including files consulting, records retention scheduling, essential records scheduling, and similar services, in one or a group of organizational units and negotiates service agreements with department personnel;
Reviews records retention and essential records schedules to ensure conformance with legal requirements and state and agency or institution standards;
Manages manual and/or electronic records retention, disposition, transfer, and storage systems and programs;
Designs and develops electronic forms, layout and screens; analyzes work plan and/or process to determine required data elements, screen and automation concepts; determines audit requirements;
Reviews and processes public record requests; assists in the development of public disclosure guidelines and training;
May develop and maintain forms web repository and web links;
May receive public records requests, assist requestor in defining the scope of records requested, assist staff in identifying records responsive to a request, identify and redact information exempt from disclosure, provide records to requestor, and retain records related to requests in accordance with records retention requirements;
May provide consultation and determinations on responses to discovery records requests and/or union records requests;
May conduct records management workshops and similar instructional sessions and assist in the development of instructional materials;
Review, determine, and analyze potential applications of electronic, automated, micrographics and/or imaging technology and assist in performing analysis to determine the feasibility and/or benefits of converting information to alternative formats;
May lead or supervise lower level staff.
Performs other duties as required.
Knowledge and Abilities
Knowledge of: agency policies and procedures; systems analysis; concepts of form design; forms requirements for data processing and other automated equipment; recurring data method of forms analysis; numerical/functional file system; forms manufacturers and their capabilities; industrial engineering concepts; printing and related costs; State records management system procedures; laws and rules related to records retention, disclosure and protection; use and application of microforms; files management techniques.
Ability to: construct flow charts; deal effectively with all levels of management; analyze paperwork processes; present recommendations concerning forms systems and records control, processing, retention, disclosure and destruction.
There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position.
Positions typically require a Bachelor’s degree in business administration, accounting, industrial engineering, or a related field and two years of experience in forms and/or records management.
Note: Positions in a criminal justice setting typically require experience maintaining or processing offender records such as legal files, property files, grievance files, administrative files, medical files, parole files, counselor or custody files, in a governmental law enforcement office, court setting, or an adult correctional agency.
Class Specification History
Revise class. General revision; adopted May 10, 2007, effective July 1, 2007.
Revise class. Revisions to definition, typical work, knowledge and abilities, and legal requirements, adopted June 13, 2019, effective July 1, 2019.