SeattlePHI Pagsusuri ng Trabaho
💡 Smart na Buod
Pangkalahatang-ideya ng Posisyon
Ang Espesyalista sa Operasyon at Pagmamana ng mga Rekord ay sumusuporta sa Food Safety & Consumer Services (FSCS) Division sa pamamagitan ng pagpapatakbo ng mga pampublikong rekord, pagpapabuti ng mga daloy ng impormasyon, at tiyakin ang pagsunod sa mga batas pang-estado. Ito ay nagsisilbing mahalagang tagapagsalita sa pagitan ng sangay at ng Opisyal ng Pampublikong Rekord habang nag-aambag sa kahusayan ng operasyon at estratehikong pagsusumite.
Mga Pangunahing Responsibilidad
- Magsilbi bilang isang punto lamang ng akses para sa mga kahilingan ng pagbubunyag at pamamahala ng mga rekord
- Suriin at mapabuti ang mga proseso ng pagbabahagi ng impormasyon sa buong sangay
- Pamamahalaan at i-update ang mga Kasunduan sa Pagbabahagi ng Datos kasama ang mga entidad panloob at panlabas
- Tiyakin ang pagsunod sa Batas Pang-Pampublikong Rekord at kaugnay na regulasyon
- Suportahan ang mga tungkulin ng koordinator ng sangay at mga proseso ng TEMS/Travel
- Magtulungan sa mga proseso ng pagbili/pagkuha at pagsimplihi ng dokumentasyon
- Tukuyin at ipatupad ang mga programa ng pagsasanay para sa mga empleyado tungkol sa pamamahala ng rekord at seguridad ng datos
Mga Kinakailangang Kasanayan
Mga Teknikal na Kasanayan
Mga Soft Skills
Mga Kwalipikasyon
Ideal na Kandidato
Ang ideal na kandidato ay isang masipag, organisadong indibidwal na may malalim na kaalaman sa pamamahala ng rekord at seguridad ng datos. Dapat silang magkaroon ng mahusay na kakayahang makipag-ugnayan at magtrabaho nang maayos bilang bahagi ng isang koponan.
Paghahanda sa Panayam
Mga Tip sa Pag-apply
- Tiyakin na ang iyong aplikasyon ay nakatuon sa mga kwalipikasyon na nabanggit sa trabaho
- Ipakita ang kahusayan mo sa pamamahala ng rekord at pagtupad sa mga regulasyon
Landas ng Karera
Ang karera ay maaaring humantong sa mga posisyon tulad ng Chief Records Officer o Direktor ng Pamamahala ng Datos, kung saan magkakaroon ka ng mas malawak na responsibilidad para sa pagpapatupad at pamamahala ng mga patakaran sa rekord.
Orihinal na Paglalarawan ng Trabaho
Description
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AGRICULTURE - A Cornerstone of Washington's Economy
The Washington State Department of Agriculture has been serving the state for more than 100 years. Through service, regulation and advocacy, we keep agriculture viable and vital in Washington State, while protecting consumers, public health, and the environment. We work extensively with farmers and ranchers, but our responsibilities – from ensuring food safety to environmental protection – touch the lives of millions of people locally, nationally, and abroad.
The agency includes 780 employees approximately and grows close to 1,000 employees at the peak of seasonal work. To learn more and view additional openings, please visit our Employment Page.
The Opportunity:
The Food Safety & Consumer Services (FS&CS) Division is one of the six divisions in the Washington State Department of Agriculture. The FSCS Division serves consumers and stakeholders in the state of Washington by assuring the availability, safety, and integrity of the state's human and animal food supply. The division is made up of approximately 100+ FTEs through six five statewide programs, including: Animal Feed, FSCS Laboratory, Food Safety, Organic, and Produce Safety. We also house the Rapid Response Team that manages food and feed emergency responses.
The Food Safety & Consumer Services (FSCS) Division administration team provides expert consultation on a division-wide basis to the Assistant Director and the five Program Managers regarding financial and human resource oversight, project management, legislative bill analysis, and public disclosure requests. Our team ensures agency and division policies and procedures are implemented consistently and accurately along with adherence to Washington Administrative Codes (WACs). FSCS Division administration oversees division wide initiatives such as rulemaking, budget allotments, and public records procedures.
The Division Operations and Records Specialist contribute to the success of the division by assisting the implementation of strategic and long-term planning activities and acting as the Division's liaison to WSDA's Public Records Officer. The position will lead complex division related projects and provides counsel and recommendations to management in all areas of the Public Records Act and contractual agreements. This position focuses on enhancing operational effectiveness while maintaining compliance with state laws and regulations.
Important Notes:
The base pay offered will take into account internal equity and may vary depending on the preferred candidate's job-related knowledge, skills, and experience. The typical starting salary for this position is: Range 60, Step A $69,744 - Step L $91,464 annually.
Duties
What to Expect
Some of the various responsibilities within this role:
- Analyze how information is disseminated within and outside the Division. Identify risks and improvement opportunities especially related to public disclosure, information security, purchasing, Travel reimbursements and business process efficiency.
- Initiate and lead work groups for process improvement projects to implement future state improvements.
- Participate in Information Technology projects to ensure the Division's mission are reflected in future state business processes and data infrastructure.
- Manage and update division Data Sharing Agreements (DSA's) involving internal and external government entities, according to agency policy and division public records procedure.
- Monitor/review website content to ensure accuracy and ease of navigation. Work with program managers when making recommendations for changes.
- Act as the single point of access into and out of the Division for Public Disclosure Requests and records management questions.
- Ensure the Division complies with the Public Records Act and abides by additional requirements including contractual obligations, accreditation requirements, and information security standards.
- Research, analyze and evaluate records. Work with agency records officer to ensure responses are complete.
- Research, analyze and evaluate division records management and retention, including disposition and disposal.
- Provide direction and guidance to program staff consistent with state laws and rules.
- Update/revise as necessary, division public records request procedure, in collaboration with the Assistant Director and Division Coordinator (AD/DC).
- Communicate concerns and process improvement ideas to AD/DC.
- Work with programs to ensure appropriate agency retention and management of electronic and paper records.
- Identify training needs for Division staff to implement best practices relative to public disclosure and information business processes.
- Identify available training content that meets those needs or develop new content. Ensure that training is provided.
- Ensure agency public records training is completed annually for Division staff. Ensures all division staff understand and abide by rules, laws, and Division procedures.
- Initiate training as needed regarding storage and retention requirements, both electronic and paper.
- Identify opportunities to communicate with our customers about the information we collect, how we use it, how we make it available, and how we protect it. Ensure that messages are developed and delivered in accordance with applicable laws, rules, and Division procedures.
- Act as back-up to Division Coordinator during absence.
- Act as back-up to TEMS/Travel processes within the Division.
- Collaborate and support other division admin, including the AD/DC, in division or program specific tasks/projects.
- Support PISCES data and its accuracy throughout each month compared to HRMS. Process updates in regard to OT status, PIDs, trial service/probation period expirations, new hires, etc.
- Support changes in purchasing/procurement processes within the Division in collaboration with Accounts Payable, Procurement office, and DC.
- Initiate streamlined processes and documentation for consistency and cross training opportunities.
Qualifications
Who should apply?
Professionals with:
- Bachelor’s degree in business administration, public administration, law, public health, health administration, or a related field AND Four (4) years of experience conducting research and analyzing policies, laws, rules, or regulations or comparable combination of graduate education and experience.
Must have the ability to qualify for and obtain FDA Commissioning as required. FDA Commission qualifications (subject to change, discretion, and further inquiry by FDA):
- Meets qualifications for position duties.
- Citizen of United States of America.
- No felonies/misdemeanor (excluding minor traffic offenses) or pending trials/investigations for such.
In addition to the above qualifications, the following knowledge, skills, and abilities will make a candidate highly desirable:
- Records Management Experience.
Supplemental Information
Employee Benefits
- A healthy work/life balance, which may include flexible work schedules.
- WSDA provides an excellent benefits package beyond traditional benefits. State employment offers Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation, Employee Recognition Leave; click here for more information.
- 12 paid Holidays & Vacation and Leave Accruals.
- All Personal Protective Equipment (PPE) required will be provided by the agency.
How to apply:
You must complete your careers.wa.gov profile and answer the supplemental questions. In addition to completing the online application, and supplemental questions applicants must attach the following documents to their profile to be considered for this position:
· A resume detailing experience and education
· A cover letter describing how you meet the specific qualifications for this position
· Three professional references
By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.
Applications with comments "see attachments" will be considered incomplete.
If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or email support@neogov.com.
The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified, and documentation may be required. Applications received via e-mail will not be accepted in lieu of applying through the state's on-line recruitment system.
WSDA uses a I-9 form (Download PDF reader)Download PDF reader) to determine Employment Eligibility and Verification, once hired. This document is the authorization of an individual’s ability to be hired for employment within the United States. Applicants must be eligible to work in the United States.
Equity at WSDA
The Department of Agriculture recognizes, appreciates, supports, embraces, and respects all cultural identities and backgrounds while we collaborate in authentic ways. We hire amazing people that share in the commitment to our Pro-Equity Anti-Racist (PEAR) strategic plan, our Healthy Environment for All (HEAL) Act implementation plan, and our unique needs and desires for belonging, respect, and inclusion. We value the growth and development of our team members by providing equitable access to resources and opportunities for continuous learning, improvement, and advancement.
We strive to hire, cultivate, and retain a productive and dedicated workforce that reflects the communities we serve while we are committed to a workplace that celebrates our differences and supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.
Contact Us
Should you have any questions regarding this position or the online application, contact the Human Resource Office at Recruitment@agr.wa.gov.
Prior to a new appointment into the Department of Agriculture, a background check 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.
The Human Resources Division may use referrals from this recruitment to help fill future similar vacancies for up to six months.
Veteran's Preference: Applicants who meet the minimum qualifications and wish to claim Veteran's Preference MUST attach a copy of their DD214, or other verification of military service. Please blackout any personally identifiable data such as social security numbers. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here.
Persons with a disability, who need assistance with their application or need this announcement in an alternative format, may call 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.
For more information about the Washington State Department of Agriculture, visit us at www.agr.wa.gov.
SeattlePHI Job Analysis
💡 Smart Summary
Position Overview
The Division Operations and Records Specialist supports the Food Safety & Consumer Services (FSCS) Division by managing public records, improving information workflows, and ensuring compliance with state laws and regulations. This role serves as a key liaison between the division and the Public Records Officer while contributing to operational efficiency and strategic planning.
Key Responsibilities
- Act as the single point of access for public disclosure requests and records management
- Analyze and improve information dissemination processes across the division
- Manage and update Data Sharing Agreements with internal and external entities
- Ensure compliance with the Public Records Act and related regulations
- Support division coordinator duties and TEMS/Travel processes
- Collaborate on purchasing/procurement processes and streamline documentation
- Identify and implement training for staff on records management and data security
Required Skills
Technical Skills
Soft Skills
Qualifications
Original Job Description
Description
AGRICULTURE - A Cornerstone of Washington's Economy
The Washington State Department of Agriculture has been serving the state for more than 100 years. Through service, regulation and advocacy, we keep agriculture viable and vital in Washington State, while protecting consumers, public health, and the environment. We work extensively with farmers and ranchers, but our responsibilities – from ensuring food safety to environmental protection – touch the lives of millions of people locally, nationally, and abroad.
The agency includes 780 employees approximately and grows close to 1,000 employees at the peak of seasonal work. To learn more and view additional openings, please visit our Employment Page.
The Opportunity:
The Food Safety & Consumer Services (FS&CS) Division is one of the six divisions in the Washington State Department of Agriculture. The FSCS Division serves consumers and stakeholders in the state of Washington by assuring the availability, safety, and integrity of the state's human and animal food supply. The division is made up of approximately 100+ FTEs through six five statewide programs, including: Animal Feed, FSCS Laboratory, Food Safety, Organic, and Produce Safety. We also house the Rapid Response Team that manages food and feed emergency responses.
The Food Safety & Consumer Services (FSCS) Division administration team provides expert consultation on a division-wide basis to the Assistant Director and the five Program Managers regarding financial and human resource oversight, project management, legislative bill analysis, and public disclosure requests. Our team ensures agency and division policies and procedures are implemented consistently and accurately along with adherence to Washington Administrative Codes (WACs). FSCS Division administration oversees division wide initiatives such as rulemaking, budget allotments, and public records procedures.
The Division Operations and Records Specialist contribute to the success of the division by assisting the implementation of strategic and long-term planning activities and acting as the Division's liaison to WSDA's Public Records Officer. The position will lead complex division related projects and provides counsel and recommendations to management in all areas of the Public Records Act and contractual agreements. This position focuses on enhancing operational effectiveness while maintaining compliance with state laws and regulations.
Important Notes:
The base pay offered will take into account internal equity and may vary depending on the preferred candidate's job-related knowledge, skills, and experience. The typical starting salary for this position is: Range 60, Step A $69,744 - Step L $91,464 annually.
Duties
What to Expect
Some of the various responsibilities within this role:
- Analyze how information is disseminated within and outside the Division. Identify risks and improvement opportunities especially related to public disclosure, information security, purchasing, Travel reimbursements and business process efficiency.
- Initiate and lead work groups for process improvement projects to implement future state improvements.
- Participate in Information Technology projects to ensure the Division's mission are reflected in future state business processes and data infrastructure.
- Manage and update division Data Sharing Agreements (DSA's) involving internal and external government entities, according to agency policy and division public records procedure.
- Monitor/review website content to ensure accuracy and ease of navigation. Work with program managers when making recommendations for changes.
- Act as the single point of access into and out of the Division for Public Disclosure Requests and records management questions.
- Ensure the Division complies with the Public Records Act and abides by additional requirements including contractual obligations, accreditation requirements, and information security standards.
- Research, analyze and evaluate records. Work with agency records officer to ensure responses are complete.
- Research, analyze and evaluate division records management and retention, including disposition and disposal.
- Provide direction and guidance to program staff consistent with state laws and rules.
- Update/revise as necessary, division public records request procedure, in collaboration with the Assistant Director and Division Coordinator (AD/DC).
- Communicate concerns and process improvement ideas to AD/DC.
- Work with programs to ensure appropriate agency retention and management of electronic and paper records.
- Identify training needs for Division staff to implement best practices relative to public disclosure and information business processes.
- Identify available training content that meets those needs or develop new content. Ensure that training is provided.
- Ensure agency public records training is completed annually for Division staff. Ensures all division staff understand and abide by rules, laws, and Division procedures.
- Initiate training as needed regarding storage and retention requirements, both electronic and paper.
- Identify opportunities to communicate with our customers about the information we collect, how we use it, how we make it available, and how we protect it. Ensure that messages are developed and delivered in accordance with applicable laws, rules, and Division procedures.
- Act as back-up to Division Coordinator during absence.
- Act as back-up to TEMS/Travel processes within the Division.
- Collaborate and support other division admin, including the AD/DC, in division or program specific tasks/projects.
- Support PISCES data and its accuracy throughout each month compared to HRMS. Process updates in regard to OT status, PIDs, trial service/probation period expirations, new hires, etc.
- Support changes in purchasing/procurement processes within the Division in collaboration with Accounts Payable, Procurement office, and DC.
- Initiate streamlined processes and documentation for consistency and cross training opportunities.
Qualifications
Who should apply?
Professionals with:
- Bachelor’s degree in business administration, public administration, law, public health, health administration, or a related field AND Four (4) years of experience conducting research and analyzing policies, laws, rules, or regulations or comparable combination of graduate education and experience.
Must have the ability to qualify for and obtain FDA Commissioning as required. FDA Commission qualifications (subject to change, discretion, and further inquiry by FDA):
- Meets qualifications for position duties.
- Citizen of United States of America.
- No felonies/misdemeanor (excluding minor traffic offenses) or pending trials/investigations for such.
In addition to the above qualifications, the following knowledge, skills, and abilities will make a candidate highly desirable:
- Records Management Experience.
Supplemental Information
Employee Benefits
- A healthy work/life balance, which may include flexible work schedules.
- WSDA provides an excellent benefits package beyond traditional benefits. State employment offers Dependent Care Assistance, Flexible Spending Accounts, Public Service Loan Forgiveness, Tuition Waiver, Deferred Compensation, Employee Recognition Leave; click here for more information.
- 12 paid Holidays & Vacation and Leave Accruals.
- All Personal Protective Equipment (PPE) required will be provided by the agency.
How to apply:
You must complete your careers.wa.gov profile and answer the supplemental questions. In addition to completing the online application, and supplemental questions applicants must attach the following documents to their profile to be considered for this position:
· A resume detailing experience and education
· A cover letter describing how you meet the specific qualifications for this position
· Three professional references
By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed.
Applications with comments "see attachments" will be considered incomplete.
If you are having technical difficulties creating, accessing, or completing your application, please call NEOGOV toll-free at (855) 524-5627 or email support@neogov.com.
The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified, and documentation may be required. Applications received via e-mail will not be accepted in lieu of applying through the state's on-line recruitment system.
WSDA uses a I-9 form (Download PDF reader)Download PDF reader) to determine Employment Eligibility and Verification, once hired. This document is the authorization of an individual’s ability to be hired for employment within the United States. Applicants must be eligible to work in the United States.
Equity at WSDA
The Department of Agriculture recognizes, appreciates, supports, embraces, and respects all cultural identities and backgrounds while we collaborate in authentic ways. We hire amazing people that share in the commitment to our Pro-Equity Anti-Racist (PEAR) strategic plan, our Healthy Environment for All (HEAL) Act implementation plan, and our unique needs and desires for belonging, respect, and inclusion. We value the growth and development of our team members by providing equitable access to resources and opportunities for continuous learning, improvement, and advancement.
We strive to hire, cultivate, and retain a productive and dedicated workforce that reflects the communities we serve while we are committed to a workplace that celebrates our differences and supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We also consider qualified applicants with criminal histories, consistent with applicable federal, state, and local laws.
Contact Us
Should you have any questions regarding this position or the online application, contact the Human Resource Office at Recruitment@agr.wa.gov.
Prior to a new appointment into the Department of Agriculture, a background check 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.
The Human Resources Division may use referrals from this recruitment to help fill future similar vacancies for up to six months.
Veteran's Preference: Applicants who meet the minimum qualifications and wish to claim Veteran's Preference MUST attach a copy of their DD214, or other verification of military service. Please blackout any personally identifiable data such as social security numbers. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, click here.
Persons with a disability, who need assistance with their application or need this announcement in an alternative format, may call 664-1960 or toll free (877) 664-1960. TTY users should first call 711 to access the Washington Relay Service.
For more information about the Washington State Department of Agriculture, visit us at www.agr.wa.gov.