Agency Records Officer

Agency Records Officer

Salary

$63,252.00 - $84,984.00 Annually

Location

Thurston County - Lacey, WA

Job Type

Full Time - Permanent

Remote Employment

Flexible/Hybrid

Job Number

2026-04117

Department

Utilities and Transportation Commission

Division

Records and Tariffs

Opening Date

05/27/2026

Closing Date

6/10/2026 11:59 PM Pacific

Salary Information

The high end of the salary range, Step M is typically a longevity step

• Description
• Benefits
• Questions

Description

WASHINGTON UTILITIES AND TRANSPORTATION COMMISSION

Respect. Professionalism. Integrity. Accountability.

Agency Records Officer

(Program Specialist 4)

Salary Consideration:

For this position, Step A is $63,252 per year and Step L is $82,872. The high end of the salary range, Step M, is $84,984, and is typically a longevity step. All employees progress to Step M six (6) years after being assigned to Step L in their permanent salary range.

This recruitment is open until June 10, 2026, at 11:59pm. The first pull of applications is scheduled for June 3. It is in your best interest to apply as soon as possible.

UTC reserves the right to make a hiring decision and/or choose to close or extend this recruitment at any given time. Applications for this recruitment could be used to fill comparable positions that open within the next 60 days.

The Opportunity:

The Washington Utilities and Transportation Commission (UTC) seeks a dynamic, detail-oriented leader to serve as our next Agency Records Officer (Program Specialist 4) within the Records Management section. This is a high-visibility role where you'll shape how the UTC manages, protects, and delivers critical information to the public and decision-makers. You'll take the lead on our case management system and e-Filing Portal, ensure compliance with the Public Records Act and Administrative Procedure Act, and oversee the full lifecycle of commission records. From guiding complex public records requests to coordinating open public meetings, your work will directly support transparency, accountability, and trust in government.

In addition to managing systems and policies, you will lead and develop a skilled records team, fostering a culture of accuracy, collaboration, and continuous improvement. You will serve as the UTC's primary liaison on records compliance, partner with leadership to refine processes, and deliver training that strengthens commission-wide understanding of records management. This is an opportunity for someone who thrives at the intersection of leadership, systems thinking, and public service.

Hybrid:

Although this is a hybrid opportunity, the successful incumbent must reside within Washington state and must be available to report to the Lacey, Washington headquarters building five (5) days every other week.

Travel:

Local travel, mostly within Thurston County, may be required to attend training.

Our Mission:

To protect the people of Washington by ensuring that investor-owned utility and transportation services are safe, equitable, available, reliable, and fairly priced.

Vision:

We strive to achieve equitable and fair outcomes for both consumers and regulated companies. We prioritize inclusion and belonging in the workplace.

For more information about our benefits or working at UTC, please visit our website.

What We Offer Our Employees:

• UTC fosters an environment of diversity, equity, inclusion and belonging, while striving to hire and retain a workforce from the communities we serve.
• We place importance on a healthy balance between personal and professional lives; offering flexible work schedules, wellness programs, and mobile/telework opportunities.
• Through the state, our employees (and their families) are offered options for medical, dental, vision and basic life insurance.
• We offer enrollment into the state retirement programs and a deferred compensation plan.
• Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.

Duties

Some of What You'll Do:

Among the varied range of responsibilities held within this role, the records officer will:

• Manage staff's processing of files and records in commission adjudicative proceedings, including serving orders, notices, and letters, and distributing all incoming pleadings.
• Review staff entries in the case management system to ensure accuracy and compliance.
• Develop and maintain records management policies related to the case management system and e-Filing Portal.
• Oversee all staff activities and training related to managing records inventory, retention, retrieval, and disposition of formal case files and other official records.
• Assist section records coordinators to identify, evaluate, and if appropriate, eliminate or change unique record retention schedules to ensure uniformity and consistency of retention schedules.
• Serve as point of contact with the Secretary of State, Archives Division, ensuring agency compliance with State records policies and procedures.
• Provide supervised staff with timely and meaningful performance evaluations and professional development opportunities.
• Implement regular professional development, training, and team building schedules.
• Ensure supporting documents for each item on the open meeting agenda are posted to SharePoint and distributed as appropriate so that internal and external customers are aware of, and have access to, documents the commission will consider when addressing the items at the open meetings.
• Advise and consult with commission leadership to develop or revise open meeting policies and procedures and implement resulting new processes.
• Assign open meeting and hearing room tasks to records center staff on a rotating basis.
• Independently review, determine extent of distribution to staff, and process moderate to complex public records requests.
• Receive complex requests for public records in compliance with agency policy and procedures and WAC 480-04, Public Access to Information and Records, as well as the Public Records Act.

Qualifications

Required Qualifications:

Experience for both required and desired qualifications can be gained through lived experience, volunteer experience, formal professional employment, or a combination.

A bachelor's degree in business administration, public administration, law, public health, health administration, or a closely allied field.

AND

Three (3) or more years of experience coordinating or administering any of the following:

• Washington State public disclosure laws, rules, and standards.
• HIPAA or regulatory requirements; or Records Management.
• Administering a tracking system or large database.
• Drafting correspondence and other quasi-legal documents.

OR

Five (5) or more years of experience coordinating or administering any of the following:

• Washington State public disclosure laws, rules, and standards.
• HIPAA or regulatory requirements; or Records Management.
• Administering a tracking system or large database.
• Drafting correspondence and other quasi-legal documents.
• Leading or supervising a team.

Diversity Equity and Inclusion (DEI) Competencies (expected of all employees):

• The ability to take action to learn and grow.
• The ability to take action to meet the needs of others.
• EDI Knowledge, Understanding, & Commitment.
• Self-Awareness.
• Cultivating Mutually Beneficial and Trusting Strategic Partnerships.
• Inclusive Excellence & Allyship.

UTC Core Competencies (expected of all employees):

• Accountability
• Measuring Success and Improvement
• Customer Focus
• Results Focus
• Communication Skills
• Adaptability/Flexibility
• Self-Development
• Continuous Process Improvement

Desired Experience, Knowledge, Skills, & Abilities:

A master's degree involving major study in business administration or a closely related field or additional experience in forms and records management.

• Two or more years of experience leading teams.

Knowledge and understanding of GovQA.

• Computer software proficiency for the following Microsoft Office products: Intermediate level: Excel, Word, PowerPoint, SharePoint; Intermediate level: Outlook.

• Ability to search and query databases to research requests.

• Familiarity with Open Meetings principles.

• Familiarity with legal terms/civil procedure.

Position Specific Competencies:

• Demonstrated knowledge of archival and records management principles and practices.
• Demonstrated understanding and working knowledge of the Public Records Act.
• Demonstrated understanding and knowledge of the Open Public Meetings Act and Administrative Procedures Act.
• Demonstrated experience with the following computer software:
• MS Excel (or other spreadsheet software) to create, modify, print, and format spreadsheets, find and replace data, and work with basic formulas and functions; use templates, styles, auto-formats, and multiple worksheets; create and manipulate large or complex spreadsheets, use complex mathematical formulas to calculate data, and link worksheets; import data from other sources, filter lists, and create and format charts and graphs.
• Word processing software, such as MS Word, to create, format, edit, preview, print, and save documents; use standard functions to select, edit, copy, paste, format, and spellcheck text.
• Electronic communications and calendar programs, such as MS Outlook, compose, send, and respond to electronic mail, and coordinate schedules and schedule meetings.

Supplemental Information

READ THE FOLLOWING INFORMATION COMPLETELY:

• This position is covered under civil service rules, Title 357 of the Washington Administrative Code (WAC).
• RCW 80.01.020 limits the UTCs ability to employ any person who owns stock in any company the UTC regulates or is otherwise financially interested in such company. Such interests include those of an employees spouse.
• UTC does not use E-Verify; therefore, we are not eligible to extend STEM-Optional Practice Training (OPT). For information, please visit www.uscis.gov.

How to Apply:

Interested in joining the UTC team? Click the Apply button at the top to begin! To be considered for further screening, ensure you attach the following documents to your completed application:

• Letter of Interest - describing how you meet the position qualifications and why you believe you are the ideal candidate.
• Resume - detailing your applicable competencies, experience and education.
• References - At minimum, three (3) professional references with current telephone numbers and email addresses must be included with your application; one (1) contact MUST be your current or most recent supervisor.

The initial screening of candidates will be solely based on the contents and completeness of the application materials, including answers provided to the 'Supplemental Questionnaire', along the additional application materials submitted as part of the application process.

If you are viewing this recruitment on any website other than www.careers.wa.gov, please note the recruitment title and apply through Washington state's official portal. Your application may be received incomplete if using a third-party website. 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.

NOTE, indicating 'see resume' will not substitute for completing the "work experience" section or supplemental questionnaire of the application packet and may result in your submission being marked incomplete.

Veterans Preference:

For information about YesVets, please click here.

Applicants wishing to claim Veterans Preference should attach to their application a copy of their redacted DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs. Please blackout any personally identifiable data such as Social Security numbers. For further information, contact UTC Human Resources at humanresources@utc.wa.gov.

All information may be verified; additional documentation may be required. Candidates may be disqualified if the education and/or work experience does not include information used to meet the minimum qualifications of the job.

The UTC is an equal opportunity employer. We want to make sure you have an equal opportunity to join our team. Our commitment is making sure current and future employees are treated fairly and equally without regard to age, sex (including gender identity), race, ethnicity, disability, sexual orientation, veteran status, marital status, or religious or political affiliation.

Persons needing accommodation in the application process may contact the recruiter via telephone on (360) 664-1134 or email the UTC HR office at humanresources@utc.wa.gov. For TTY service, please call the Washington Relay Service on 7-1-1 or 1-800-833-6384.

For more information about the UTC, please visit:

www.utc.wa.gov, www.facebook.com/wautc

The State of Washington:

http://access.wa.gov

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. Thats 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

01

Have you attached the required materials for consideration to your application? This includes your letter of interest, resume, and three (3) professional references. Failure to attach the requested materials may result in your application being marked incomplete.

• Yes, I have attached the requested documents as stated above.
• No, I understand my application may be marked incomplete.

02

Which statement best describes how you meet the qualifications for this role:

• I have a bachelor's degree in business administration, public administration, law, public health, health administration, or a closely allied field; and three (3) or more years' experience coordinating or administering any of the following: Washington state disclosure laws, HIPAA records management, administering a tracking system or large database, or drafting correspondence and other quasi-legal documents.
• I have five (5) years or more experience coordinating or administering any of the following: Washington state disclosure laws, HIPAA records management, administering a tracking system or large database, or drafting correspondence and other quasi-legal documents.
• I do not possess the required experience as outlined.

03

Please briefly describe your experience as it relates to question number two (2). In your response, include agency/company, job title(s), and relevant dates. If you do not have this experience, please note 'N/A'.

04

Which statement best describes your experience applying standard office procedures, including data entry, document tracking, and records management:

• I have extensive experience applying and improving office procedures, ensuring accuracy and efficiency in data management, document tracking, and records systems.
• I regularly apply standard office procedures, including accurate data entry, document tracking, and maintaining organized records using computerized systems.
• I have experience performing routine data entry and maintaining files or records following established procedures.
• I have limited experience with basic office procedures such as filing, simple data entry, or document organization.
• I do not have experience applying standard office procedures.

05

Which statement best represents your experience supervising a team:

• I do not have experience supervising employees.
• I have less than one (1) year of experience.
• I have between one (1) and three (3) years of experience.
• I have between three (3) and five (5) years of experience.
• I have five (5) or more years of experience.

06

Select all the areas that you have professional records management experience in:

• Managing agency records throughout their lifecycle (creation, maintenance, retention, and disposition) in compliance with state requirements, including RCW 40.14.
• Developing, implementing, or maintaining records retention schedules and ensuring alignment with approved state retention requirements.
• Using records management systems or repositories to organize, track, and retrieve agency records (digital and/or paper).
• Conducting records inventories and audits to ensure accuracy, compliance, and proper classification of agency records.
• Coordinating records retention and disposition processes, including secure destruction or archival transfer.
• Ensuring protection and appropriate handling of confidential, sensitive, or exempt agency records.
• Consulting with staff, managers, and leadership on records management policies, procedures, and best practice.
• Providing training or guidance to staff on records management standards, tools, and compliance requirements.
• I do not have any professional experience in the named areas.

07

If you indicated you have experience with any listed skills in question six (6), please briefly describe how you gained them. In your response, include agency/company, job title(s), and relevant dates. If you do not have this experience, please note 'N/A'.

08

Which best describes your experience managing records systems and repositories? (NOTE: To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level. To qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels. To qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not have experience with records management systems.
• BASIC: Use established systems to file, retrieve, and organize records (electronic or paper).
• INTERMEDIATE: Manage records within a system, ensure data accuracy, apply naming conventions/metadata, and support users.
• ADVANCED: Administer or configure records systems (e.g., case management systems, SharePoint), develop workflows, ensure compliance with retention and access requirements.
• EXPERT: Lead system governance, implement or modernize records systems, and train staff agency-wide on records tools and best practices.

09

Which best describes your experience developing and leading records management programs? (NOTE: To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level. To qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels. To qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not have experience developing records management programs.
• BASIC: Follow established records policies and procedures.
• INTERMEDIATE: Provide guidance to staff, assist with training, and support records policy implementation.
• ADVANCED: Develop policies and procedures, deliver training, and oversee program-level records practices.
• EXPERT: Lead an agency-wide records program, supervise staff, drive continuous improvement, and advise leadership on compliance, risk, and best practices.

10

Which of the following best describes your highest level of Microsoft Outlook experience? (NOTE: To qualify for the Intermediate level, you must also be able to perform the functions at the Basic level. To qualify for the Advanced level, you must also be able to perform the functions at Basic and Intermediate levels. To qualify for the Expert level, you must also be able to perform the functions at the Basic, Intermediate, and Advanced levels.)

• I do not have enough skills to meet the definition of the basic level below.
• BASIC: Compose email messages; send and respond to messages; organize email into folders; create contact information; schedule appointments; schedule meetings, manage tasks and notes.
• INTERMEDIATE: Set calendar options; sort, find and filter messages; create distribution lists; share and delegate folder access; customize toolbar, menu bar, quick access tool bar and the To-Do bar; customize message options; assign, reply and track tasks; create public folders and send and post information.
• ADVANCED: Personalize with stationery and themes; create signatures; configure email security settings; group items and create search folders; apply conditional formatting; manage data files; create mail merge using contacts; archive messages.
• EXPERT: Able to use and train others in all Outlook functions listed above.

11

Do you have a master's degree involving major study in business administration or a closely related field?

• Yes
• No

Required Question

Employer State of Washington

Address View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504

Website http://www.careers.wa.gov