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State of Washington Classified Job Specification


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Class Code: 112J
Category: Administrative Services


Positions at this level provide consultation to managers and perform journey-level forms and/or records work such as analyzing manual, electronic and/or automated forms and/or records management problems, developing and implementing plans for rectifying system deficiencies, designing forms and coordinating forms production.  Incumbents assist with and coordinate records retention, migration, transfer and disposition, utilize manual, electronic and/or automated systems, and provide consultation on forms and/or records management programs and system requirements.  Incumbents conduct record inventories, assist with reviewing and updating record retention schedules and coordinate, retrieve information for and respond to public and/or other record requests.

Distinguishing Characteristics

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.

Typical Work

Consults with management personnel, identifies and analyzes manual, electronic and/or automated records systems problems, and proposes solutions to meet program and system requirements;  

Designs manual, electronic and/or automated filing systems to meet specialized filing requirements and schedules and coordinates the implementation of plans for both standard and specialized systems;  

Assists with development of record retention schedules, essential records protection programs, and records disposition, transfer and microfilming systems and programs;  

Screens forms orders, expedites forms ordering, and provides production status information;  

Reviews and processes routine requests for public records/public disclosure; locates and retrieves necessary records;   

Denies requests using statutory exemptions; certify records for authentication; and retain records related to requests in accordance with records retention requirements; 

Analyzes the feasibility and/or benefits of potential micrographics, electronic and/or automated applications;  

Researches, analyzes and tests electronic and/or automated forms, digital signatures, and workflow application software, hardware and related technologies;  

Creates, designs and revises manual and electronic/automated forms, layouts and screen; processes forms orders; maintains forms inventory;  

May assist in reviewing 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.

Knowledge and Abilities

Knowledge of:  systems analysis; forms requirements for data processing and other automated equipment; printing processes; composition techniques; laws, rules, policies and procedures related to records management applications and use of microforms; filing systems and equipment; disclosure and protection of records.  

Ability to:  analyze data for standardization; determine common form characteristics; make flow charts; use numerical/functional file system; design multiple-part forms; present recommendations concerning forms design and records control, processing, retention, disclosure and destruction.

Legal Requirement(s)

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.

Persons legally authorized to work in the U.S. under federal law, including Deferred Action for Childhood Arrivals recipients, are eligible for employment unless prohibited by other state or federal law.

Desirable Qualifications

Positions typically require an Associate’s degree in business administration, accounting, industrial engineering, or a related field; or high school graduation or equivalent and three 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

New class, consolidates 11530 Forms and Records Analyst 1, 25280 Accredited Health Record Technician, 2048 Records Analyst II; adopted January 1, 2006.
Revise class. General revision; adopted May 10, 2007 effective July 1, 2007.
Revises definition; adopted November 10, 2011, effective November 14, 2011.
Revise class. Revisions to definition, typical work, knowledge and abilities, and legal requirements; adopted June 13, 2019, effective July 1, 2019.

Revised Legal Requirements; effective June 6, 2024, due to adopted legislative action.