Program Specialist 3 - Legal Services

Do you take pride in your ability to manage critical information and electronic records accurately and in compliance with policies and law? Are you someone who enjoys collaborating with others to solve problems and keep multi-faceted processes running efficiently? And would you thrive in a role that allowed you to expand your skills and expertise while contributing to meaningful public service? If this sounds like you, the role of Program Specialist 3 on the Legal Services Team at the Department of Retirement Systems (DRS) may be the perfect opportunity for you!

• Conducting eDiscovery searches, preparing search logs, and collecting records to respond to public records requests and litigation or discovery.
• Preparing, sending, and tracking notifications to DRS team members who may be included in public records requests, and responding to inquiries from members.
• Reviewing requested materials for exemptions under the Public Records Act (PRA) and redacting sensitive information prior to release.
• Preparing and submitting the agency's annual public records report to the Joint Legislative Audit and Review Committee.
• Drafting, editing, and discussing terms and conditions of data-sharing agreements (DSAs) with representatives from other state and local government agencies.
• Coordinating with agency stakeholders to ensure DSAs are properly executed and comply with IT security standards to mitigate risk.
• Under the terms of applicable DSAs, coordinating access requests and data transfers between DRS, ISD, and partner agencies.
• Managing the agency's petition process, including assessing and tracking requests, reviewing and editing petition decisions prior to release, and serving as liaison between petition requestors and the Petition Examiner.
  
  

What we're looking for (required qualifications):

• Proven experience coordinating, planning, tracking, analyzing, and implementing tasks associated with complex program activities. This experience is typically gained through a minimum of four (4) years of professional experience;

• A bachelor's degree in business administration, public administration, records management, or closely allied field may substitute for up to two(2)years of experience. Experience can be gained through various combinations of professional employment and volunteer/personal experience;

• Dedicated experience working with electronic records search retrieval;
• Strong ability to write, edit, proofread, and refine written materials;
• Demonstrated ability to effectively manage and respond to frequent and rapid changes in workload and priorities; and
• Demonstrated proficiency in the use of Microsoft Word and Excel (version 2016 or newer).

The following skills are not required but will set you apart:

• Strong working knowledge of public records rules and laws.
• Demonstrated experience and proficiency using eDiscovery.
• Knowledge of DRS information technology platforms.
• Knowledge of DRS retirement systems.

Additional required qualifications include demonstrated proficiency in the following areas:

Communication
Effectively convey information verbally and in writing, using language that is appropriate to both the complexity of the topic and the knowledge and understanding of the audience. See communication as a vital component of high- performing teams.

Coordinating and Organizing
Effectively organize work and coordinate activities, services, and schedules to ensure smooth and efficient operation of work. Be an effective communications link and reliable source of information for others. Keep interested parties informed of the status of events.

Attention to Detail
Plan and organize time and resources efficiently. Follow processes and procedures in completing work. Carefully monitor the details and quality of work and double-check work product to ensure accuracy and consistency

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

Managing Workloads
Effectively organizes and prioritizes multiple, sometimes complex assignments, often involving competing priorities, to produce work products that are accurate, thorough, and on-time. Transitions easily between tasks; is able to incorporate project work into established workload and meet.

Problem Solving
Analyzes problem to identify the root cause(s). Evaluates possible courses of action; uses reason, logic, and creativity to reach conclusions. Develops timely, effective solutions that take into consideration alternatives, risks, and consequences in relation to organizational goals, resources, and constraints.

Commitment to Diversity
Recognizes the value of diversity. Helps create an environment that embraces and supports diversity, equity, and inclusion.

Be sure to read this entire section - We promise, it'll be helpful!

How to Apply: Interested applicants who meet the qualifications and competencies in this announcement are encouraged to apply.

• To be considered for this position, please be sure to attach the following to your online application:
  (Applications without these required attachments will not be accepted).
  1. A cover letter clearly describing how your knowledge, skills and abilities align with the job duties and qualifications of this position.
  2. A chronological resume outlining your experience to-date. Please keep in mind that professional or verifiable volunteer experience may be relevant.
• 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. Only those applicants whose background and experience most closely matches the desirable qualifications and competencies of this position will be considered for this opportunity.

References, Personnel File Review, and Background Checks

• If you are the preferred candidate for this position, a professional reference from your current or most recent supervisor will be required;
• If you are a current or recent state employee, we will also review your personnel file as part of our selection process;
• A job offer is 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 visitwww.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.
  
  

Why Work for DRS? At DRS, we are one team. We administer eight public retirement systems, 15 retirement plans, and the Deferred Compensation Program, and we serve over 930,000 current and former public employees in Washington. Our customers include fire fighters, teachers and school employees, state and local government employees, and public safety and law enforcement officers.

Regardless of what our specific duties may be, we are all dedicated to one purpose: ensuring our members have the information, tools, expertise and services that ensure they receive the retirement benefits earned while in public service. We foster a diverse and inclusive environment where team members are fully engaged and supported in meeting (and exceeding) our customers' expectations. All DRS leaders are focused on providing the coaching, mentoring, resources and support that team members need to be successful.

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