What are the responsibilities and job description for the DSHS ESA Forms & Records Analyst 3 position at Washington State Department of Social and Health Services?
Description
DSHS ESA Forms & Records Analyst 3 - Lead
Economic Services Administration , Community Service Division has an exciting in office position as a Forms & Records Analyst 3 within the Statewide Customer Service Contact Center's HUB Imaging Unit (HIU) located in Tacoma, WA. The HIU processes all forms and records that support eligibility decisions for clients across Washington state. When a client submits paperwork, this unit makes sure those documents are sorted, scanned, and correctly filed in the right electronic case record.
As the lead Forms and Records Analyst, you will be the go-to person for daily operations. You will guide a team of Forms and Records Analyst 1 staff, monitor the quality of their work, and make sure processing deadlines are met every day. When supervisors are out, you'll step in to keep things running.
The work you do keeps cases accurate, protects client information, and supports the state's ability to meet federal standards for timely service delivery.
Please note: This is an agency internal posting for current DSHS employees.
Pierce County employees are eligible to receive an Orca Card for transportation needs.
Some Of What You’ll Do
A bachelor’s degree AND two years of experience in forms and/or records management.
OR
High school diploma or equivalent AND six years of experience in forms and/or records management.
Additional Knowledge, Skills, And Abilities We Are Looking For
Within the online application, you will be asked to provide a current resume, contact information for three professional references and a cover letter expressing why this position interests you and how your skills, knowledge and experience make you qualified for the position.
The Department of Social and Health Services’ (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency’s vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA individuals, immigrants and refugees, and families building financial security.
Questions? Please contact DSHS Recruiter, Georgina Pringle, at Georgina.Pringle@dshs.wa.gov or call Talent Acquisition main line (360) 725-5810 and reference job number 03726.
Supplemental Information
Prior to a new hire, a background check including criminal record history may 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 job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.
Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.
E-Verify® is a registered trademark of the U.S. Department of Homeland Security.
DSHS ESA Forms & Records Analyst 3 - Lead
Economic Services Administration , Community Service Division has an exciting in office position as a Forms & Records Analyst 3 within the Statewide Customer Service Contact Center's HUB Imaging Unit (HIU) located in Tacoma, WA. The HIU processes all forms and records that support eligibility decisions for clients across Washington state. When a client submits paperwork, this unit makes sure those documents are sorted, scanned, and correctly filed in the right electronic case record.
As the lead Forms and Records Analyst, you will be the go-to person for daily operations. You will guide a team of Forms and Records Analyst 1 staff, monitor the quality of their work, and make sure processing deadlines are met every day. When supervisors are out, you'll step in to keep things running.
The work you do keeps cases accurate, protects client information, and supports the state's ability to meet federal standards for timely service delivery.
Please note: This is an agency internal posting for current DSHS employees.
Pierce County employees are eligible to receive an Orca Card for transportation needs.
Some Of What You’ll Do
- Guide and train Forms and Records Analyst 1 staff on sorting, imaging, and indexing procedures, and identify when additional training is needed.
- Conduct audits of staff work to make sure documents are processed correctly and on time.
- Coordinate daily schedules to make sure the unit consistently meets timeliness deadlines.
- Sort, scan, and index client and provider documents into the electronic case record system for the entire Community Services Division statewide.
- Analyze current imaging processes, including email import workflows, to find ways to reduce paper volume and improve electronic solutions.
- Oversee records retention duties by conducting weekly records inventory and coordinating the transfer, migration, and disposal of processed documents.
- Review and update records retention schedules and assist with retrieving information in response to requests from staff and management.
- Troubleshoot mechanical, technical, and software problems with scanners, the imaging network, and document management systems including I-Linx, Kodak Capture, and the Barcode/Document Management System.
- Receive and process negotiable documents by applying the correct laws, policies, and procedures, and contact the appropriate parties regarding disposition.
- Research and resolve issues related to client and provider information across multiple systems, including ACES and Barcode.
- Lead weekly huddle meetings and assist with preparing and facilitating unit training sessions.
- Oversee daily HIU operations when supervisors are out of the office.
- Assist with drafting policy and procedure documents for the document management system.
- Promote a safe work environment by identifying hazards, documenting unsafe conditions, and encouraging ergonomic best practices.
A bachelor’s degree AND two years of experience in forms and/or records management.
OR
High school diploma or equivalent AND six years of experience in forms and/or records management.
Additional Knowledge, Skills, And Abilities We Are Looking For
- Records management expertise: Understands the full lifecycle of forms and records, from receipt through retention, transfer, and disposition, and applies that knowledge consistently within established schedules and procedures. Previous experience in the Customer Service Contact Center's HUB Imaging Unit (HIU) preferred.
- Records compliance knowledge: Applies relevant laws, policies, and records management requirements when handling sensitive client and provider information, including negotiable documents.
- Team guidance: Directs the daily work of Forms and Records Analyst 1 staff, provides on-the-job training, and builds team skills through coaching and consistent feedback.
- Imaging technology proficiency: Operates and troubleshoots document imaging systems, including scanners and software such as I-Linx, Kodak Capture, and barcode-based document management tools.
- Attention to detail: Reviews processed documents and staff work for accuracy, catches errors before they affect case records, and maintains consistent quality across high-volume workflows.
- Scheduling and coordination: Organizes daily workflows and staff assignments to make sure the unit meets processing deadlines even during periods of high volume or reduced staffing.
Within the online application, you will be asked to provide a current resume, contact information for three professional references and a cover letter expressing why this position interests you and how your skills, knowledge and experience make you qualified for the position.
The Department of Social and Health Services’ (DSHS) vision that people find human services to shape their own lives requires that we come together with a sense of belonging, common purpose, shared values, and meaningful work. It is crucial to our agency’s vision that you bring a fairness, access, and social justice commitment to your work with DSHS. We strive to support all Washingtonians, including Black, Indigenous, and People of Color, people with physical, behavioral health, and intellectual disabilities, elders, LGBTQIA individuals, immigrants and refugees, and families building financial security.
Questions? Please contact DSHS Recruiter, Georgina Pringle, at Georgina.Pringle@dshs.wa.gov or call Talent Acquisition main line (360) 725-5810 and reference job number 03726.
Supplemental Information
Prior to a new hire, a background check including criminal record history may 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 job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid driver's license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.
Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment, its programs or services on the basis of age, sex, sexual orientation, gender, gender identity/expression, marital status, race, creed, color, national origin, religion or beliefs, political affiliation, military status, honorably discharged veteran, Vietnam Era, recently separated or other protected veteran status, the presence of any sensory, mental, physical disability or the use of a trained dog guide or service animal by a person with a disability, equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at (360) 725-5810. Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-800-833-6384.
E-Verify® is a registered trademark of the U.S. Department of Homeland Security.