What are the responsibilities and job description for the Public Records Coordinator (MA3) position at State of Washington?
Description
We are dedicated to growing a culture of belonging through our values:
Respect | Trust | Diversity | Inclusion | Equity
This Posting is for a Non-Permanent, Project Position.
At the Department of Licensing (DOL), we recognize the importance of work-life harmony and strive to create a culture where employees feel valued and respected. Our employees are trusted and encouraged to be a part of process improvements that impact their work, create value for our customers, and help build trust in our government.
Our Records and Disclosure (RAD) Unit is currently recruiting a Public Disclosure Coordinator who can analyze and understand issues, evaluate options, and make well-supported decisions.
The Department of Licensing is one of the most public-facing state agencies and the second largest revenue generating agency in Washington State. We regularly interact with over 6 million Washingtonians and collect nearly $3.3 billion in taxes and fees annually. We know our services are essential to our customers’ ability to live, work, drive, and thrive. We are committed to ensuring that every resident has equitable and meaningful access to our services.
If you are detail-oriented, enjoy solving puzzles, and want to be part of an amazing, dynamic team, then read on!
Duties
As a Public Disclosure Coordinator, you will analyze and fulfill requests for public records as part of a seven-person team. This team champions the public’s right to view the Department’s functions while safeguarding customer data. You will showcase your written and verbal communication skills to create transparency for internal and external customers. Being able to think critically and manage your own projects will help ensure comfort and success in this role. Your progress and success within the team will be supported and enhanced through continued education, professional development, and technical advances. You will have a voice when the team creates short-term and long-term strategic goals.
Some Of What You Will Do
What you will bring (Required):
(Associates degree = 2 years Bachelor’s degree = 4 years)What may help set you apart (Preferred):Additional Requirements of EmploymentDOL is committed to the full inclusion of all qualified individuals. In keeping with our commitment, we will take the steps to ensure that people with disabilities are provided reasonable accommodations.
Candidates who are offered a job with DOL must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.
We value diverse perspectives and life experiences.
We employ and serve people of all backgrounds including people of color, immigrants, refugees, women, LGBTQ , people with disabilities, and veterans. We value the unique traits and attributes that each employee brings to the job. Through the diverse perspectives of an inclusive workforce, we will create a more respectful, productive, and unified team to better serve the public of Washington.
Veteran/Military Spouse Preference Notice
To take advantage of veteran/military spouse preference, please notify the Talent Acquisition Team. Use a subject line that includes the title of this recruitment.
The Washington State Department of Licensing is an equal opportunity employer and does not discriminate on the basis of age, sex (including gender identity), marital status, sexual orientation, race, religion, creed, color, national origin, honorably discharged veteran or military status, or 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.
Persons requiring accommodation in the application process, during the recruitment process, or who need this job announcement in an alternative format, may contact the Human Resources Office at 360-902-4000 or may email HRRecruit@dol.wa.gov. Applicants who are deaf or hard of hearing may call our ASL interpreter via Video Phone at 360.339.7344.
The candidate pool certified from this recruitment may be used to fill future similar vacancies for up to sixty days.
We do not use the E-Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.
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 WAC 357-31-165(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 WAC 357-31-165(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 WAC 357-58-175, 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, or for loss of pregnancy, are entitled to five (5) 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
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
01
Candidates who are offered a job with DOL must possess work authorization that does not require sponsorship by the employer for a visa now or in the future. Are you able to meet this requirement?
In this role, you will have the privilege to serve a diverse group of teammates, customers, and partners. How would you use your understanding of cultural differences to create an inclusive environment where everyone feels valued and has the opportunity to succeed?
03
Are you able to commit to working in our Olympia, WA office quarterly and in office with at least 24 hours notice when business needs arise?
Which of the following best describes your highest level of education in computer science, business administration, public administration, or a related field?
How many years of experience do you have in at least two or more: Interpreting/Analyzing laws, policies, rules, or regulations, professional communications, records management, and public disclosure?
For your years of experience selected above, please select which experience options below apply.
Do you have three (3) years of experience in the following? Select all that apply.
Do you have two (2) years of experience working with internal customers to complete a goal, collaborating with diverse peers across the agency to coordinate successful completion of all projects and tasks, to include timely customer? response.
Do you have the ability to perform the following: Select all the apply.
Do you have the following? Please select all that apply. These are preferred qualifications and not used to determine eligibility for the position.
Where did you learn of this vacancy?
If you answered "other" to the preceding question, please indicate where you learned of the vacancy in the space below.
13
I understand to be considered for this position I must include three (3) professional references and a current cover letter.
We are dedicated to growing a culture of belonging through our values:
Respect | Trust | Diversity | Inclusion | Equity
This Posting is for a Non-Permanent, Project Position.
At the Department of Licensing (DOL), we recognize the importance of work-life harmony and strive to create a culture where employees feel valued and respected. Our employees are trusted and encouraged to be a part of process improvements that impact their work, create value for our customers, and help build trust in our government.
Our Records and Disclosure (RAD) Unit is currently recruiting a Public Disclosure Coordinator who can analyze and understand issues, evaluate options, and make well-supported decisions.
The Department of Licensing is one of the most public-facing state agencies and the second largest revenue generating agency in Washington State. We regularly interact with over 6 million Washingtonians and collect nearly $3.3 billion in taxes and fees annually. We know our services are essential to our customers’ ability to live, work, drive, and thrive. We are committed to ensuring that every resident has equitable and meaningful access to our services.
If you are detail-oriented, enjoy solving puzzles, and want to be part of an amazing, dynamic team, then read on!
Duties
As a Public Disclosure Coordinator, you will analyze and fulfill requests for public records as part of a seven-person team. This team champions the public’s right to view the Department’s functions while safeguarding customer data. You will showcase your written and verbal communication skills to create transparency for internal and external customers. Being able to think critically and manage your own projects will help ensure comfort and success in this role. Your progress and success within the team will be supported and enhanced through continued education, professional development, and technical advances. You will have a voice when the team creates short-term and long-term strategic goals.
Some Of What You Will Do
- Analyze records, including screening and finding associated documents.
- Assist in developing public disclosure guidelines, communications, and training.
- Legal research, including proposed or pending changes in programs, laws, rules, regulations, etc.
- Create and provide technical advice or reports to management and others.
- Peer review of search strategies for thoroughness and accuracy.
- Apply appropriate redactions and assess risks within records.
- Develop strategies for locating records and analyzing the scope of requests.
- Communicate clear updates and progress reports to record requestors.
What you will bring (Required):
- Seven (7) years of combined relevant education and experience. This relevant education and experience must be in two (2) or more of the following areas:
- Interpreting and Analyzing laws
- Professional communications
- Records management
- Public disclosure
(Associates degree = 2 years Bachelor’s degree = 4 years)What may help set you apart (Preferred):Additional Requirements of EmploymentDOL is committed to the full inclusion of all qualified individuals. In keeping with our commitment, we will take the steps to ensure that people with disabilities are provided reasonable accommodations.
- Relevant education will include major study in business administration, public administration, or a related field.
- Experience must include:
- Three (3) years of the following computer skills experience:
- Using web browsers and web-based applications to effectively identify, collect, organize, and document data and information in ways that makes the information most useful for subsequent assessment and analysis.
- Analyzing and understanding issues, evaluating options, and making well supported decisions.
- Composing professional letters, memos, reports, and business correspondence.
- Using Microsoft Office or similar software to create or edit Word documents and send email through Outlook.
- Two (2) years of experience working with internal customers to complete a goal. Collaborating with diverse peers across the agency to coordinate the successful completion of all projects and tasks, including timely customer response.
- The ability to:
- Understand and follow agency values of respect, trust, diversity, equity, and inclusion through behaviors, and decisions.
- Promote and support a respectful, equitable, and inclusive workplace for all employees.
- Promote and support respectful, equitable, and inclusive delivery of services to customers.
- Take action to learn and grow.
- Take action to meet the needs of others.
- An understanding of state and federal public disclosure and privacy laws.
- Experience interpreting records requests, using exemption logs to document redactions, and mitigating risk through communication with requestors.
- Knowledge of the Department of Licensing, including divisional and business areas’ record locations.
- Demonstrated ability to apply records management best practices to digital content environment and think strategically about how to leverage technology to improve efficiency.
- Experience with Next Request or similar software to track work, modify, and upload documents.
- Certified Records Manager (CRM) or Certified Records Analyst (CRA).
- While this position is hybrid, you will be expected in office quarterly at our Olympia, WA Office location and with 24 hours notice for one off times as business needs dictate.
- Prior to a new hire, a pre-employment screening, including criminal record history, will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.
- Select the apply button at the top of this job announcement.
- Attach a current:
- A cover letter explaining your experience as it relates to this position and why you are interested in this opportunity.
Supplemental Information
Come join us in changing the way government delivers services and help build a legacy of commitment to and excellence in diversity, equity, and inclusion!
How To Apply
Candidates who are offered a job with DOL must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our award-winning diverse and inclusive organization.
We value diverse perspectives and life experiences.
We employ and serve people of all backgrounds including people of color, immigrants, refugees, women, LGBTQ , people with disabilities, and veterans. We value the unique traits and attributes that each employee brings to the job. Through the diverse perspectives of an inclusive workforce, we will create a more respectful, productive, and unified team to better serve the public of Washington.
Veteran/Military Spouse Preference Notice
To take advantage of veteran/military spouse preference, please notify the Talent Acquisition Team. Use a subject line that includes the title of this recruitment.
The Washington State Department of Licensing is an equal opportunity employer and does not discriminate on the basis of age, sex (including gender identity), marital status, sexual orientation, race, religion, creed, color, national origin, honorably discharged veteran or military status, or 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.
Persons requiring accommodation in the application process, during the recruitment process, or who need this job announcement in an alternative format, may contact the Human Resources Office at 360-902-4000 or may email HRRecruit@dol.wa.gov. Applicants who are deaf or hard of hearing may call our ASL interpreter via Video Phone at 360.339.7344.
The candidate pool certified from this recruitment may be used to fill future similar vacancies for up to sixty days.
We do not use the E-Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov.
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 WAC 357-31-165(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 WAC 357-31-165(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 WAC 357-58-175, 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, or for loss of pregnancy, are entitled to five (5) 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
Parental Leave
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
01
Candidates who are offered a job with DOL must possess work authorization that does not require sponsorship by the employer for a visa now or in the future. Are you able to meet this requirement?
- Yes
- No
In this role, you will have the privilege to serve a diverse group of teammates, customers, and partners. How would you use your understanding of cultural differences to create an inclusive environment where everyone feels valued and has the opportunity to succeed?
03
Are you able to commit to working in our Olympia, WA office quarterly and in office with at least 24 hours notice when business needs arise?
- Yes
- No
Which of the following best describes your highest level of education in computer science, business administration, public administration, or a related field?
- 1 year of college (30 semester or 45 quarter credits)
- Associate degree OR 2 years of college (60 semester or 90 quarter credits)
- 3 years of college (90 semester/135 quarter credits)
- Bachelor's Degree
- Master's degree or higher
- None of these apply
How many years of experience do you have in at least two or more: Interpreting/Analyzing laws, policies, rules, or regulations, professional communications, records management, and public disclosure?
- I have less than 1 year of this type of experience.
- I have 1 or more years of this type of experience.
- I have 2 or more years of this type of experience.
- I have 3 or more years of this type of experience.
- I have 4 or more years of this type of experience.
- I have 5 or more years of this type of experience.
- I have 6 or more years of this type of experience.
- I have 7 or more years of this type of experience.
- I do not have this type of experience.
For your years of experience selected above, please select which experience options below apply.
- Interpreting/Analyzing laws, policies, rules, or regulations.
- Records Management.
- Professional Communications.
- Public Disclosure.
- None of these apply.
Do you have three (3) years of experience in the following? Select all that apply.
- Using web browsers and web-based applications to effectively identify, collect, organize, and document data and information in ways that makes the information most useful for subsequent assessment and analysis.
- Analyzing and understanding issues, evaluating options, and making well supported decisions.
- Composing professional letters, memos, reports, and business correspondence.
- None of these apply.
- Using Microsoft Office or similar software to create or edit Word documents and send email through Outlook.
Do you have two (2) years of experience working with internal customers to complete a goal, collaborating with diverse peers across the agency to coordinate successful completion of all projects and tasks, to include timely customer? response.
- Yes
- No
Do you have the ability to perform the following: Select all the apply.
- Understand and follow agency values of respect, trust, diversity, equity, and inclusion through behaviors, and decisions.
- Promote and support a respectful, equitable, and inclusive workplace for all employees.
- Promote and support respectful, equitable, and inclusive delivery of services to customers.
- Take action to learn and grow.
- Take action to meet the needs of others.
- None of these apply.
Do you have the following? Please select all that apply. These are preferred qualifications and not used to determine eligibility for the position.
- An understanding of state and federal public disclosure and privacy laws.
- Experience interpreting records requests, using exemption logs to document redactions, and mitigating risk through communication with requestors.
- Knowledge of the Department of Licensing, including divisional and business areas’ record locations.
- Demonstrated ability to apply records management best practices to digital content environment and think strategically about how to leverage technology to improve efficiency.
- Experience with Next Request or similar software to track work, modify, and upload documents.
- Certified Records Manager (CRM) or Certified Records Analyst (CRA).
- None of these apply.
Where did you learn of this vacancy?
- Word of mouth
- Handshake
- WorkSource
- DOL jobs pages
- RecruitDisability.org
- Hiring event/workshop
- BRG Notice
- careers.wa.gov
- Indeed.com
- Other
If you answered "other" to the preceding question, please indicate where you learned of the vacancy in the space below.
13
I understand to be considered for this position I must include three (3) professional references and a current cover letter.
- Yes
- No
- Required Question