IT Policy and Planning Coordinator - Journey Level

Description

Do you have a talent for bringing order to policies, portfolios, and priorities so that leaders can make confident decisions? Are you energized by turning complex information into clear structures that guide teams toward successful outcomes? And does helping to ensure that the Department of Retirement Systems' IT investments are well governed and aligned with strategic priorities sound exciting to you? If so, then the IT Policy and Planning Coordinator role may be your perfect next move!

Duties

As the IT Policy & Planning Coordinator on the Strategic Management team within the Information Services Division (ISD), you will help ensure DRS’s IT investments, policies, and portfolio are well governed, documented, and aligned with agency strategic priorities. You will develop and facilitate processes that keep IT policies, standards, and guidelines current, maintain the IT portfolio and keep it aligned with the agency’s enterprise portfolio, and provide the data, dashboards, and reporting that leadership relies on to make informed decisions. You will also lead IT audit and compliance activities for the division and serve as ISD’s liaison on the Knowledge Management System (KMS) governance team.

• Developing and facilitating processes to monitor, update, and revise ISD IT policies, standards, and guidelines, including coordinating review cycles with policy owners and stakeholders.
• Maintaining the IT portfolio and its monitoring and reporting processes, including tracking and reporting on status, resourcing, and risk;
• Ensuring work planned within ISD is captured in, and reconciled against, the agency’s enterprise portfolio.
• Assisting with ISD business demand governance, including the intake, analysis, and prioritization of system enhancement requests and other IT business demand.
• Assisting with the development and reporting of key performance indicators (KPIs) that measure IT portfolio and service effectiveness,
• Developing and managing dashboards that monitor and communicate the status of the IT strategic plan and ISD technical planning efforts.
• Leading IT audit facilitation and compliance management activities, including coordinating with internal and external auditors and tracking corrective actions to resolution.
• Serving as ISD’s liaison on the KMS governance team and leading the development and upkeep of ISD business processes in the KMS.

Qualifications

What we’re looking for (required qualifications): Experience for qualifications can be gained through various combinations of professional employment, education, and volunteer/personal experience.

• Progressive professional experience in policy, planning, portfolio management, and project coordination within an information technology environment, or a related IT functional area.
  
  This is typically gained through six (6) years of full-time experience; a bachelor’s degree or an associate's degree in information systems (or management information systems), cybersecurity management and policy, public administration or public policy, business administration, project management, business/data analytics, or a related IT functional area can substitute for up to three (3) years of the six (6) years of required experience. (i.e. 3 years for a qualifying bachelor’s degree or 2 years for qualifying associate’s).
  
  
  
• Working knowledge of IT portfolio, policy, and governance concepts.

• Experience developing, reviewing, or maintaining IT policies, standards, and guidelines, including coordinating review cycles with stakeholders.
• Experience maintaining an IT or project portfolio and producing status, resourcing, and risk reporting.
• Experience developing key performance indicators (KPIs) and building dashboards for both technical and business audiences.
• Experience facilitating IT audits or compliance activities, including tracking corrective actions to resolution.
• Experience documenting business processes in a knowledge management system.
Familiarity with WaTech policies and Washington State IT standards.

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Analysis - Studies and reviews documents and information closely; readily identifies information that is not pertinent and understands when additional or verifying data is needed. Uses data and information in a clear and rational thought process to assess and understand issues, evaluate options, form accurate conclusions, and make recommendations/decisions.

Planning - Accurately scopes and estimates the length and difficulty of tasks and projects. Identifies clear goals, objectives, and outcomes. Breaks down work into process steps; develops schedules and assignments, and anticipates and adjusts for problems and roadblocks. Measures performance against goals and evaluates results.

Attention to Detail - Plans and organizes time and resources efficiently. Follows processes and procedures in the completion of work. Carefully monitors the details and quality of work and double-checks work product to ensure accuracy and consistency.

Facilitating Others - Effectively organizes, coordinates and leads small groups and/or projects to accomplish specific goals. Manages change by providing the needed structure and environment for interactions to be effective. Is an effective communications link and reliable source of information for others.

Communication - Effectively conveys information in writing and through the spoken word, using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. Sees communication as a vital component of high performing teams.

Judgment - Displays balanced thinking that combines data-based analysis, experience, and perspective while also considering decision impacts. Effectively weighs alternatives and makes decisions that incorporate facts, opinions, and other relevant information.

Accountability - Understands the link between job responsibilities and organizational goals. Manages their own performance to meet expectations and achieve expected results. Holds self accountable for decisions, actions, and behavior.

Meeting the Needs of Others - Demonstrates empathy, flexibility, and responsiveness when interacting with customers, colleagues, and community members. Understands that others have varied needs and perspectives and adapts communication and actions accordingly. Builds relationships and collaborates to increase access, opportunity, and positive outcomes for all. Balances and considers all parties’ needs when developing solutions, ensuring equity, respect, and service excellence in every interaction.

Learning and Growth - Demonstrates a growth mindset by actively seeking opportunities to learn, improve, and expand capabilities. Displays curiosity about new ideas and perspectives and an openness to innovation, change, and feedback. Takes responsibility for personal learning by identifying and communicating needs and challenges, and applying new knowledge to navigate systems, tools, and processes. Reflects on experiences to identify strengths and areas for improvement, using learning to make government programs and processes more efficient and effective in serving the people of Washington.

Supplemental Information

Be sure to read this entire section – We promise, it’ll be helpful!

Be sure to complete all sections of the on-line application and answer all supplemental questions. The work history section of the on-line application should be completed fully. Application fields that say "see resume/attachment" will not be considered.

To be considered for this position, please attach the following to your online application:

• A cover letter describing why you are interested in this role and how your knowledge, skills and abilities align with the job duties and qualifications of this position.
• A chronological resume outlining your experience to-date. Please keep in mind that professional or verifiable volunteer experience may be relevant.

References, Personnel File Review, and Background Checks

• DRS requires at least two professional references including a professional reference from your current or most recent supervisor.
• If you are a current or recent state employee, we will also review your personnel file as part of our selection process;
• Final job offers will be contingent upon completion of a background check that includes a criminal record review.

Work Authorization

• Candidates who are offered a job with DRS must possess work authorization that does not require sponsorship by the employer for a visa now or in the future;
• DRS complies with the employment eligibility verification requirements of the federal employment eligibility verification form, I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.
• DRS does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.
• 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.

Certified Candidate Pool

• This recruitment may be used to fill similar future vacancies for up to sixty (60) days.

DRS offers a generous benefits package that includes membership in the Public Employees Retirement System, health, dental and vision coverage and participation in the Deferred Compensation Program. Also, as a public service employee you may also be eligible for student loan forgiveness. (See the Benefits tab at the top of this post for more information).

Other perks include:

• Flexible work schedules
• Infants at Work Program
• Tuition reimbursement
• Opportunities for professional growth
• Access to LinkedIn Learning
• Commitment to team member safety and wellness
• Community involvement and charitable giving opportunities
• Commute Trip Reduction Program
Free Parking & and EV Chargers available

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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