Public Records Specialist

Title: Public Records Specialist

Job Description:

Salary

$50,592.00 - $67,992.00 Annually

Location 

Thurston County – Olympia, WA

Job Type

Full Time - Permanent

Remote Employment

Flexible/Hybrid

Job Number

2025-06395

Department

Dept. of Commerce

Division

Compliance and Contracts Division

Description
Public Records Specialist
At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.

Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

This job is a commitment to reshape systems so they work better for everyone. If you’re ready to challenge the status quo and build meaningful connections, we want to meet you.

Let’s build what’s next, together.

Working within the Office Services Unit, the Public Disclosure Specialist is responsible for responding to and processing public requests. Working under the direction of the Public Disclosure and Records Manager this position is expected to work independently ensuring response timelines are met with accurate and complete responses. Using various software tools, such as GovQA, Microsoft E-discovery, and others, this position will independently search for, review and prepare responses to agency public disclosure requests. As needed this position will interact with unit records coordinators and other division staff across Commerce to gather and evaluate requested materials. This position will also occasionally seek advice or guidance from the Assistant Attorneys General’s office to ensure accurate interpretation of RCWs.

This is a hybrid position based out of our Olympia office.

 

Duties

Collecting and processing agency records
Tasks include:
• Independently conduct email and text message searches using Microsoft E-discovery, SMARSH and
Everlaw, according to the requests outlined in the public disclosure request.
• Coordinate with agency records coordinators to gather any requested records not available via
automated searches, including but not limited to files stored on unit shared drives and employee H
drives.
• Independently process gathered records, including but not limited to emails, text messages, and
documents, determining responsiveness and exclusions based on the parameters of the request, RCW
42.56 (the Public Records Act), Policies and precedents set forth by the AGO.
• Independently review and apply appropriate redactions on all collected records ensuring all protected
data is removed, according to RCW 42.56 (the PRA) and Commerce policies, prior to release.
• Coordinate the production of responsive records to the Public Records Unit in a timely and efficient
manner, ensuring compliance with all laws, rules and exemptions, outlined by RCW 42.56 and AGO
policies related to public records disclosure.
• Occasionally seeks advice or guidance from the Attorney General’s Office to ensure accurate
interpretation of RCWs, limiting agency risk exposure.
• Consult with agency staff, as requested, clarifying requirements of and answering questions regarding
active public disclosure requests.

Receiving and responding to Public Disclosure Requests
Tasks include:
• Monitor and respond to all assigned public disclosure requests received via GovQA and the shared
public disclosure email inbox within 5 business days.
• Review public disclosure requests and seek clarification from requestor as need to ensure accurate and
timely responses.
• Determine requirements of PDRs, sending workflows to and gathering responsive records from agency
staff.

Other Duties as assigned
Tasks include:
• Maintain up to date understanding of developing Public Records Act case law.
• Assist the Public Disclosure and Records Manager with special projects as assigned

Qualifications

Required Position Qualifications:
Any combination of six (6) total years of experience. This could be gained by a combination of relevant
education beyond high school equivalency and/or professional-level experience involving business, public
administrative, or related field.

Minimum of two (2) years of substantial professional-level experience that must include processing and
responding to public disclosure requests related field.

Experience and education (including college-level coursework, technical and/or vocational education, and or
certification programs) combinations that meet the requirements for this position:
 

Possible CombinationsCollege credit hours or degree - as listed aboveYears of required experience - as listed above

Combination 1No college credit hours or degree6 years of experience

Combination 21 year of education beyond post-high school of GED equivalency5 years of experience

Combination 32 year of education beyond post-high school of GED equivalency4 years of experience

Combination 43 year of education beyond post-high school of GED equivalency3 years of experience

Combination 54 year of education beyond post-high school of GED equivalency2 years of experience

Preferred/Desired Qualifications:
• Experience using existing public disclosure tools currently used at various state agencies and local
municipalities, such as Everlaw, GovQA, Adobe Acrobat, SMARSH and E-Discovery.
• Ability to complete Attorney General Public Disclosure courses

Required Position Competencies:
• Ability to exercise discretion and confidentiality at all times.
• Knowledge and understanding of the Public Records Act (RCW 42.56)
• Clear and confident decision-making skills
• Comprehensive analysis skills
• Independently mange time and prioritize projects, organizing and tracking records to ensure efficiency,
accuracy, and compliance.
• Ability to meet all completing deadlines, outlined by the PRA (RCW 42.56) and Commerce policy,
efficiently and effectively ensuring accuracy.

To be considered for this position the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least three professional references (enter online).

For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov - please reference the job number in your message.

 

Supplemental Information

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system at careershelp@des.wa.gov.
 
Our Commitment to Equal Opportunity 
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov.  Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
               
Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.