State of Washington
Program Specialist 3 - Legal Services
State of Washington, Washington, District of Columbia, us, 20022
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! Duties
This recruitment will remain open until filled. Applicants who apply on or before, Sunday, September 28, at 11:59 PST will get first consideration. The hiring manager reserves the right to make a hiring decision at any time during the recruitment process. The Opportunity We are searching for a detail-oriented and collaborative Program Specialist 3 to join our Legal Services Team. In this role, you will provide technical and administrative support, including responding to public records requests, managing data-sharing agreements, and coordinating the petitions process. You will work closely with senior Legal Services staff, the Attorney Generals Office, and internal DRS stakeholders to ensure compliance with legal requirements and to protect the integrity of agency records and processes. Some of what youll do includes: 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 agencys 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 agencys 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. Flexible/Hybrid Schedule information:
After successful completion of the six-month review period and effectively demonstrating the ability to perform work independently, you may be eligible to telework up to three (3) days per week, at the discretion of the Appointing Authority and with a telework agreement in place. You must live within a reasonable commuting distance (less than 50 straight-line miles) to the DRS building in Tumwater, WA, and must be willing and able to adjust your telework schedule whenever necessary to complete work assignments, attend mandatory meetings, trainings, etc., at the DRS facility. The ability to work remotely is dependent on the nature of the tasks performed and the presence of a remote work environment that is safe and has an appropriate level of reliable connectivity. Qualifications
What were 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 bachelors 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 organize and prioritize multiple, sometimes complex assignments, often involving competing priorities, to produce work products that are accurate, thorough, and on-time. Transitions easily between tasks; able to incorporate project work into established workload and meet deadlines. Problem Solving
- Analyze problems to identify root causes. Evaluate possible courses of action; use reason, logic, and creativity to reach conclusions. Develop timely, effective solutions that consider 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. Supplemental Information
Be sure to read this entire section We promise, itll 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 attach the following to your online application: Applications without these required attachments will not be accepted. Cover letter clearly describing how your knowledge, skills and abilities align with the job duties and qualifications of this position. 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). 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 Veteran's Preference: Applicants wishing to claim Veteran's Preference should attach a copy of their DD214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, please click here. The Washington State Department of Retirement Systems is an equal opportunity employer supporting diversity, equity and inclusion. DRS does not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, honorable discharged veteran or military status, or the presence of any disability or the use of a trained dog guide or service animal by a person with a disability. If you need assistance with the online application or have questions regarding the recruitment, please contact Human Resources at drs.recruitment@. Persons needing assistance in the application process, or those needing this announcement in an alternate format, may call the Human Resources Office at (360) 664-7309 or TTY Relay Service at 711. Come join the DRS team! #J-18808-Ljbffr
Program Specialist 3
on the Legal Services Team at the Department of Retirement Systems (DRS) may be the perfect opportunity for you! Duties
This recruitment will remain open until filled. Applicants who apply on or before, Sunday, September 28, at 11:59 PST will get first consideration. The hiring manager reserves the right to make a hiring decision at any time during the recruitment process. The Opportunity We are searching for a detail-oriented and collaborative Program Specialist 3 to join our Legal Services Team. In this role, you will provide technical and administrative support, including responding to public records requests, managing data-sharing agreements, and coordinating the petitions process. You will work closely with senior Legal Services staff, the Attorney Generals Office, and internal DRS stakeholders to ensure compliance with legal requirements and to protect the integrity of agency records and processes. Some of what youll do includes: 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 agencys 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 agencys 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. Flexible/Hybrid Schedule information:
After successful completion of the six-month review period and effectively demonstrating the ability to perform work independently, you may be eligible to telework up to three (3) days per week, at the discretion of the Appointing Authority and with a telework agreement in place. You must live within a reasonable commuting distance (less than 50 straight-line miles) to the DRS building in Tumwater, WA, and must be willing and able to adjust your telework schedule whenever necessary to complete work assignments, attend mandatory meetings, trainings, etc., at the DRS facility. The ability to work remotely is dependent on the nature of the tasks performed and the presence of a remote work environment that is safe and has an appropriate level of reliable connectivity. Qualifications
What were 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 bachelors 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 organize and prioritize multiple, sometimes complex assignments, often involving competing priorities, to produce work products that are accurate, thorough, and on-time. Transitions easily between tasks; able to incorporate project work into established workload and meet deadlines. Problem Solving
- Analyze problems to identify root causes. Evaluate possible courses of action; use reason, logic, and creativity to reach conclusions. Develop timely, effective solutions that consider 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. Supplemental Information
Be sure to read this entire section We promise, itll 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 attach the following to your online application: Applications without these required attachments will not be accepted. Cover letter clearly describing how your knowledge, skills and abilities align with the job duties and qualifications of this position. 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). 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 Veteran's Preference: Applicants wishing to claim Veteran's Preference should attach a copy of their DD214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. For additional information on Veteran's Preference and guidance on how to determine if you are eligible, please click here. The Washington State Department of Retirement Systems is an equal opportunity employer supporting diversity, equity and inclusion. DRS does not discriminate on the basis of age, sex, marital status, sexual orientation, gender identity, race, creed, color, national origin, honorable discharged veteran or military status, or the presence of any disability or the use of a trained dog guide or service animal by a person with a disability. If you need assistance with the online application or have questions regarding the recruitment, please contact Human Resources at drs.recruitment@. Persons needing assistance in the application process, or those needing this announcement in an alternate format, may call the Human Resources Office at (360) 664-7309 or TTY Relay Service at 711. Come join the DRS team! #J-18808-Ljbffr