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State of Washington Classified Job Specification


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Category: Administrative Services


Positions at this level are specialists in two or more system areas such as financial records, student records, resident records, and/or health 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. 

Typical Work

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 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 related to records retention 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 and destruction.

Legal Requirement(s)

Positions in a healthcare facility, hospital, or institution typically require certification as a Registered Health Information Technician (RHIT) or as a Registered Health Information Administrator (RHIA). 

Desirable Qualifications

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

New class, consolidates 11540 Forms and Records Analyst 2, 2049 Records Analyst III; adopted January 1, 2006.
Revise class.  General revision; adopted May 10, 2007, effective July 1, 2007.

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