Records and Operations Support Coordinator (Forms & Records Analyst 3)

Keeping Washington Clean and Evergreen

The Department of Ecology is hiring a Records and Operations Support Coordinator (Forms & Records Analyst 3) within the Water Resources Program.

Location:

• Headquarters Office in Lacey, WA.
• Upon hire, you must live within a commutable distance from the duty station.

Schedule:

• This position is eligible for telework and flexible schedule options.
• You may telework a portion of your work time with regular in-person requirements for management of physical records.
• Schedules are dependent upon position needs and are subject to change.

Application Timeline: 

• Apply by June 08, 2026
• Applications submitted after the date above may be reviewed only if additional qualified applicants are needed.

Duties

In this role, you will support every aspect of the Water Resources Program's work by maintaining our records, spearheading efforts to continuously improve records management processes, and directly assisting staff with records questions and training. Additionally, you will serve as a direct link between our program staff and outside parties for the collection of fees, seeking to provide the highest level of service by ensuring correct invoicing and start-to-finish customer support.

What you will do:

• Ensure systematic control of records throughout their lifecycle.
• Identify issues and opportunities to improve efficiency and accuracy within program records-related workflows.
• Act as liaison to the agency’s Information Governance function, providing input and recommendations on records and information management (RIM) policies, procedures, resources, and initiatives.
• Assist staff with developing, updating, and publishing forms.
• Ensure proper invoicing and tracking of program flat fees for which electronic payment is requested.
• Oversee the collection of statutorily mandated fees from hydropower producers.

Qualifications

For detailed information on how we calculate experience and responses to other frequently asked questions, please visit our Recruitment website.

Required Qualifications:

Six years of experience and/or education as described below:

• Experience related to the duties of the position which demonstrates the following skills:
  • Communication – Ability to communicate clearly to ensure accurate understanding and coordination.
    
  • Problem Solving – Ability to analyze issues and workflows to recommend practical improvements.
    
  • Training & Guidance – Ability to explain procedures, advise staff and managers to promote consistent records and forms practices.
    
  • Learning agility – Ability to learn quickly, ask questions to understand more, stay curious, adapt to complex situations, try new approaches, communicate constructively, and deliver results in challenging circumstances.
    
  • Records Management – Ability to manage records throughout their lifecycle to maintain compliance and ensure usability, including ability to use electronic records and database tools to organize, track, and retrieve information.
    
  • Records Auditing – Ability to review records and practices to ensure accuracy and adherence to requirements.
    
  • Retention & Governance – Ability to apply retention schedules and policies to properly organize, preserve, or dispose of records.
    
  • Process & Forms Improvement – Ability to streamline forms and workflows to improve efficiency and reduce errors.
• Education: College-level coursework in records management, information governance, information policy, business, public records, law, public administration, or closely related field.

Examples of how to qualify:

• 6 years of experience.
• 5 years of experience AND 30-59 semester or 45-89 quarter college credits.
• 4 years of experience AND 60-89 semester or 90-134 quarter college credits (Associate’s degree).
• 3 years of experience AND 90-119 semester or 135-179 quarter college credits.
• 2 years of experience AND a Bachelor’s degree or higher.

Desired Qualifications:

• Experience with:
  • State of Washinton records management practices and payment systems such as Eco e-Pay and eHub
  • CRIIS, SharePoint, Outlook, Laserfiche, GIS database tools, and scanning software
• Customer Service & Coordination – Ability to respond promptly, resolve questions, and work effectively with customers and staff to support smooth processes.
• Records & Information Management – Ability to locate, organize, and maintain accurate electronic files, public records, and onboarding/offboarding documentation to meet legal and retention requirements.
• Fee Processing & Account Support – Ability to assess fees, prepare invoices, and resolve account issues to ensure accurate billing and timely payments.
• Data Entry & Reporting – Ability to enter, track, and report data accurately to support decision-making and compliance.
• Time Management – Ability to prioritize tasks, manage deadlines, and complete work efficiently.
• Microsoft 365 Tools – Ability to use Word, Excel, Outlook, Teams, SharePoint, and Access to support daily operations.

If you are excited about this role and meet the required qualifications, we encourage you to apply. Desired qualifications reflect additional knowledge, skills, or experience that are nice to have but not required. Studies have shown that some applicants, especially women and people of color, are less likely to apply unless they meet every listed qualification. At the Department of Ecology, we are dedicated to building a diverse and authentic workplace centered in belonging, and we welcome applicants with varied backgrounds and unique perspectives.

Supplemental Information

Ecology does 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.

Application Process

Ecology seeks diverse applicants: We view diversity, equity, inclusion, and respect through a broad lens including race, ethnicity, class, age, religion, sexual orientation, gender identity, immigration status, military background, language, education, life experience, physical disability, neurodiversity, and intersectional identities. Qualified job seekers from all backgrounds are encouraged to apply.

How to Apply

Click “Apply” at the top of this page. Complete the entire application, including full work history and responses to all supplemental questions, and attach:

• Cover letter, describing your interest in and qualifications for this position
• Resume

Because we base our selection on the information you provide, it is in your best interest to complete the application thoroughly. A resume will not substitute for the “work experience” section of the application or vice versa. Applications with blank fields or supplemental question responses with comments such as “see resume” may be considered incomplete.

For detailed application information, please visit our Recruitment website.

Application Attestation: By submitting an application, you are affirming that the information contained in your application and on all attachments is complete and truthful. The state may verify this information, and any false or misleading answers may result in rejection of your application or dismissal if employed.

Need an Accommodation?

If you need reasonable accommodation during the application and/or screening process, including this job announcement in an alternate format:

• Please contact us at 360-407-6186 or careers@ecy.wa.gov
• If you are deaf or hard of hearing, you may call through the Washington Relay Service by dialing 711 or 1-800-833-6384.

Questions?

• For specific questions about the position location options, schedule, or duties, please contact Jason Feltner at Jason.Feltner@ecy.wa.gov 
• If you need assistance applying for this job, are inquiring about the status of your application, would like to request the full position description, or have any other questions, please contact the Recruitment Team at careers@ecy.wa.gov

About the Water Resources Program

The Water Resource Program manages water resources to benefit all Washingtonians and to protect the natural environment for current and future generations. 

The Operations and Technical Support Section (OATS) connects the various sections and regions of the program together to form cohesive and consistent business practices, support the daily activities of our staff in their core work, and seek useful and efficient solutions in the program’s workflows and records management. In addition to internal coordination, OATS also works closely cross-program to ensure Water Resources is working in concert with the agency, and with outside agencies to facilitate on-going relationships and success in specific projects.

About the Department of Ecology

As the State of Washington’s environmental protection agency, we are deeply committed to protecting, preserving, and enhancing Washington’s environment for current and future generations. Joining Ecology means becoming part of a team dedicated to protecting and sustaining healthy land, air, water, and climate in harmony with a strong economy. A career in public service at Ecology allows you to help solve some of the most challenging problems facing our state, while keeping your health and financial security a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to life/work balance. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability.

Diversity, Equity, Inclusion, and Respect (DEIR) are core values central to Ecology's work. We strive to be a workplace where we are esteemed for sharing our authentic identities, while advancing our individual professional goals and collaborating to protect, preserve, and enhance the environment for current and future generations.

We believe that DEIR is both a goal and an action. We are on a journey, honoring our shared humanity and taking steps to demonstrate our commitment to a vision where each of us is heard, seen, and valued.

Ecology employees may be eligible for the following: Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave, 11 Paid Holidays per year, Public Service Loan Forgiveness, Tuition Waiver,  Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP),  Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives, Combined Fund Drive, SmartHealth *Click here for more information

To learn more about Ecology, please visit our website, explore Working at Ecology, check out our Strategic Plan, and connect with us on LinkedIn, Facebook, Instagram, YouTube, or our blog.

Equal Opportunity Employer: The Washington State Department of Ecology 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, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply.

Collective Bargaining: This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.  

Note: This recruitment may be used to fill other positions of the same job classification across the agency. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next sixty (60) days.

Ecology Job Opportunities | Careers at Ecology