Public Records Specialist (Forms and Records Analyst 3)

US Government, Office of Superintendent of Public Instruction





Public Records Specialist (Forms and Records Analyst 3) 

Open until filled 

First round of applications will be reviewed October 6,2022


The Washington State Office of Superintendent of Public Instruction (OSPI) seeks a Public Records Specialist (Forms and Records Analyst 3)  to join the OSPI team. This full-time position is based in Olympia, Washington. This position may be eligible for up to 100% telework schedule. 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 6 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 Values 
Vision: 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


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 position will assist the agency in responding 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.


Key Responsibilities

Public records processing

  • Oversee, track, route, and verify fulfillment of public records requests. 
  • Provide reminders to internal staff regarding timelines. 
  • Provide assistance to the public; respond to questions about availability of public records, requesting records, etc. 
  • Direct appropriate enterprise-wide electronic records searches.
  • Communicate with external requestors regarding questions, timelines, and Public Records Act requirements. 
  • Document preparation and review of public records prior to disclosure, including conducting redactions, reviewing records for sensitive information, and escalating issues for secondary review.
  • Review emails for responsiveness, determine search criteria, and evaluate the need for emails to receive legal review.
  • Measure performance and provide statistical reporting regarding public records disclosure.
  • Consult with management personnel, identify and analyze records systems problems, and propose solutions to meet program and system requirements.
  • Maintain the agency’s public records logs with timely updates, notes, and classifications.

Public records consultation

  • Assist the PRO with responding to and managing complex, agency-wide requests. 
  • Ensure compliance with the public records act – providing oversight on responses to mitigate risk.
  • Assist Agency Records Officer and Public Records Officer with training internal staff.
  • Problem solves unique public records questions regarding applicability of exemptions. 
  • Analyze processes to identify gaps and make recommendations. 
  • Provide recommendations to PRO on process and policy changes to effectively manage records requests and response. 
  • Assist PRO with monitoring and measuring records responses for compliance. 
  • Provide reports and data on public records requests as needed.  
  • Track and analyze data, identify trends and make recommendations and proposals regarding practice improvement, future needs of the program and the development of procedures and strategies to the Public Records Officer.


Required Qualifications: 

  • Associate’s degree in business administration, accounting, industrial engineering, or a related field and four years of experience in forms and/or records management; or high school graduation or equivalent and six years of experience in forms and/or records management or six years of experience processing public records requests for a variety of public or private agencies, organizations, and/or levels of government; or alternative education and experience may be considered.
  • Experience using workflows and other administrative activities within all organizational levels.
  • Professional level experience with Microsoft Office Suite and other related applications (Outlook, Word, Access, SharePoint, Adobe).
  • Ability to communicate clearly and efficiently while multi-tasking.
  • Flexible, open to change, and ability to work effectively in a team environment.
  • Ability to maintain the highest degree of confidentiality along with accuracy and attention to detail, without losing sight of the big picture.
  • Experience providing exceptional customer service over the phone and through email or mail. 
  • Ability to plan, organize, and manage multiple responsibilities and meet deadlines. 
  • Ability to properly identify, collect, and document data and information for assessment and analysis. Familiarity with records management principles and practices.
  • Ability to work independently with minimal supervision, and exercise good independent judgment.

Desired Qualifications: 

  • Bachelor’s degree (professional, related experience may be substituted for a degree);
  • 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.
  • 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.
  • Familiarity with Microsoft eDiscovery and/or keyword query language.
  • Detail oriented, follow directions, and ability to meet deadlines.
  • Public Records or records management experience within state government. 


Condition of employment:

  • Per Governor Inslee’s proclamation all state employees must be fully vaccinated no later than October 18, 2021.  Your vaccine status will be verified at New Employee Orientation.  Please reach out to the HR Office at for information on medical or religious accommodations. 

 annual compensation for the position is $44,412 – $58,260 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 general service position. This position is not represented by a bargaining unit.


Application Process

Those interested in this position must apply through 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:

Sal Salazar, Human Resources

Office of Superintendent of Public Instruction
600 Washington Street Southeast
Olympia, Washington 98504-7200
(360) 725-6278;
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


New Jobs Alert Service

OSPI offers a subscription service, which regularly notifies subscribers of new OSPI employment opportunities on 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.” 

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