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forms And records Analyst 2

Company: State of Washington
Location: Olympia
Posted on: June 9, 2021

Job Description:



Respect. Professionalism. Integrity. Accountability.

Help protect the citizens of Washington state!



The Energy Facility Site Evaluation Council (EFSEC) supported administratively and housed at the Washington Utilities and Transportation Commission (UTC) is seeking an experienced individual to manage and maintain EFSEC's electronic databases, invoices, and official records, under EFSEC's jurisdiction.

This recruitment will be open continuous.  It is in the applicants' best interest to submit their application materials as early as possible. The hiring manager reserves the right to make a hiring decision at any time, after a minimum of 7 days.


EFSEC siting and monitoring activities help build and sustain livable, vibrant communities that meet the economic, environmental, and social needs of our citizens. For more information about EFSEC, please visit http://www.efsec.wa.gov/.




About EFSEC the UTC and Employer Initiatives

EFSEC provides one- stop permitting for large energy projects in Washington, including nuclear, fossil fuel, wind, and solar power plants; oil refineries; natural gas storage fields; and associated pipelines and transmission lines.  EFSEC also provides environmental and safety oversight of approved facilities.

The UTC regulates the rates, services, and practices of private or investor-owned utilities and transportation companies.


The UTC is continually recognized for its excellence and integrity as a utility and transportation regulatory agency, as we challenge the status quo and ourselves.


At EFSEC and the UTC, we recognize that our employees are the key to the agency's success. We are committed to our work but value the balance with our personal lives. We demonstrate our commitment to employees by providing an environment that stimulates professional growth, continued learning opportunities, offers meaningful work and a comprehensive benefits package. For more information about benefits, please visit http://www.utc.wa.gov/aboutUs/careers/Pages/Working-at-UTC.aspx.


EFSEC is a great place to work and in partnership with the UTC has implemented several, and is developing additional, initiatives that create a great working environment, including:

  • We have modernized our workplace with workspaces that promote creative thought, innovation, and collaboration among co-workers, and improved building security and employee safety. In response to the COVID-19 pandemic, the UTC has supported extensive telework arrangements across the agency.
  • We support a healthy work/life balance by offering flexible/alternative work schedules and mobile and telework options. (Depending on job duties).
  • We have a formal mentoring program to provide and encourage employee growth and development, while also promoting informal mentoring relationships and sharing of knowledge across the commission.
  • We have an Infant at Work Program that is based on the long-term values of breastfeeding newborns and infant-parent bonding. Eligible employees who are new mothers, fathers, or legal guardians can bring their infant (six weeks to six months and in limited circumstances, up to nine months old) when returning to work. (Depending on job duties and work location).
  • We have an engaging wellness program which focuses on all nine elements of wellness: spiritual, physical, social, environmental, occupational, emotional, intellectual, nutritional, and financial. The UTC has received the state's Zo8 award the past five years for our achievements in building a sustainable wellness program. We also have on-site shower rooms/lockers with proximity to several fitness centers in the area.
  • We have a comprehensive continuous improvement program focused on using Lean tools and principles to solve problems and continuously improve work processes. 
  • We use a structured, data-driven Lean Management System methodology to manage the core work and key initiatives of the commission and provide employees with a clear line of site from their daily work to the agency level key goals, outcomes, and core processes. 
  • We value diverse perspectives and employ people of all backgrounds. We are actively involved in promoting diversity, equity, and inclusion within the UTC by way of a cross-divisional, collaborative committee. The focus of the committee includes employee engagement and education; reinforcing UTC values; and maximizing the value of diversity and identifying strategies for inclusion.



For more information about EFSEC, see our website at www.efsec.wa.gov for information on the UTC, see the website www.utc.wa.gov - or visit www.twitter.com/wautc and www.facebook.com/wautc.  



 What will you be doing? - Duties include:


Data Base Management:

  • Develop and manage Access, Excel, and Word databases. 
  • Design, organize, and maintain SharePoint sites.
  • Implement SharePoint software updates. 
  • Develop reports, make recommendations, and evaluate information to be downloaded to SharePoint. 
  • Develop, maintain, and populate Excel spreadsheets and Access databases.

Records Management:

  • Develop and maintain management systems for records developed during facility siting and adjudicative review process. 
  • Assist EFSEC staff and Assistant Attorney Generals (AAGs) in using these records management systems.
  • In coordination with the Attorney General's Office (AGO), establish files and naming of documents associated with the adjudicative record. 
  • Coordinate with AGO for transmittal of project specific documents to prepare for litigation. 
  • Prepare the adjudicative records for submittal.
  • Provide input regarding archiving procedures for records.
  • Maintain EFSEC records within the CASES records management system.  

Public Records Requests:

  • Coordinate the review of public records requests.
  • Gather pertinent records, for review by AAG. 
  • Review AAG recommendations to determine action on redaction of exempt information for public records disclosure. 
  • Transfer documents GovQA to fulfill public records request. 

Coordination of Invoicing Payments:

  • Evaluate invoices and request additional documentation as needed, coordinate with project managers for evaluation of charges.
  • Track invoices through EFSEC internal process maintaining Access database.
  • Maintain files detailing activities associated with payment of invoices.

Council Meetings: 

  • Provide information at Council meetings and other public meetings. 
  • Assist in the preparation and presentation of reports related to contracts and policies and procedures. 
  • Maintain record of all council meetings, including attendance by council members and verbatim transcripts. 
  • Interact with members of the public attending EFSEC meetings. 
  • Assists administrative staff in determining needs for public meetings such as travel requirements, outside assistance of court reporters, caterers, and venues for meetings.
  • Assists in the set-up of offsite hearing locations.


 The ideal candidate will have the following required qualifications:


Required Qualifications: 

Two years of work experience in records management.


Demonstration of UTC Values and Core Competencies(expected of all employees):

  • Respect: We treat every person and interaction with consideration and goodwill.
  • Professionalism: We are committed to excellence in our work and conduct.
  • Integrity: We do the right things for the right reasons- trusting others to do the same.
  • Accountability: With courage, we hold ourselves and each other accountable for exhibiting respect, professionalism, and integrity.

Customer Focus 

Responsive to both internal and external customers. Works with customer to identify needs; assumes responsibility for own role in meeting those needs. Ensures commitments to customers are met. Receptive to customer feedback.

Results Focus

Accepts personal accountability for individual results or share of team results. Manages workload and interpersonal relationships to achieve results: prioritizes tasks appropriately, overcomes obstacles, works with others as necessary, and meets deadlines and quality standards.

Communication Skills

Demonstrates communication skills (reading comprehension, writing, listening, speaking) appropriate to the position. Shows respect and courtesy in interpersonal communications.

Clearly and effectively communicates with individuals and groups within and outside of the organization, both orally and in writing. Ability to effectively communicate complex issues, verbally and in writing.


Open to new ideas. Responds constructively to change and stressful situations. In consultation with supervisor, adjusts plans to meet changing needs.


Demonstrates proactive learning. Keeps knowledge and skills up-to-date. Solicits and accepts constructive feedback. Seeks developmental assignments to improve skills. Turns challenges into learning opportunities.

Continuous Process Improvement - Utilities Lean tools and principles to continuously identify improvements, solve problems, and improve work processes. Participates on process improvement projects/teams. Actively engages in section/division huddles and incorporates visual management into daily work.



Position Specific Competencies:


Computer Skills - Ability to access, utilize and move between multiple dataases, agency unique databases and other programs that result in the ability to search, update and input information. Ability to compose, send and respond to electronic mail and use calendar and meeting scheduling email functions.


Although not required, preference may be given to candidates who have the following desired qualifications:


Basic understanding of administrative hearing process, contract management process, and the Open Public Meetings Act.

Basic skills in the use of Microsoft Excel, Access, and SharePoint.


Conditions of Employment/Working Conditions:


This position is included in the Washington Federation of State Employees bargaining unit.


Conflict of Interest: RCW 80.01.020 limits the commission's ability to employ any person who owns stock in any company the commission regulates or is otherwise financially interested in such company.



Application Process:


Jobs advertised as Open Continuous may be closed without notice. It is to your advantage to apply as soon as possible.


Read the instructions below carefully before following the "Apply" link above. 


In addition to completing the online application and Supplemental questionnaire, applicants must attach the following documents to their application to be considered for this position:


  • A letter of interest explaining how you meet the qualifications of this position. 
  • A current resume detailing experience and education.
  • A list of three professional references with current telephone numbers, including your current or most recent supervisor (or you may include this information in the Reference section of your application). A professional reference is defined as an individual who has been paid to supervise your work and can attest to your work performance, technical skills, and job competencies. If you do not have any or sufficient professional references, please include non-related professionals, such as educators or other professional associates.




  • Carefully review your application and other documents requested (e.g., cover letter and resume) for accuracy, spelling, and grammar before submitting.
  • The initial screening of applications will be solely based on the contents and completeness of the "work experience" and "education" sections of your application in www.careers.wa.gov; completeness of your resume, cover letter, and any other materials submitted as part of the application process; and responses to the supplemental questionnaire.
  • A resume will not substitute for completing the "work experience" section of the application.


Only complete applications will be considered. All information may be verified, and documentation may be required. You may be disqualified if your education and/or work experience does not include information used to: 1) Meet the minimum qualifications of the job, and 2) support your answers to the supplemental questions.

Visit these links to learn more about:

the state of Washington http://access.wa.gov,

the Olympia area www.co.thurston.wa.us or



The Utilities and Transportation Commission 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 or this announcement in an alternative format may contact Mandy.garcia@utc.wa.gov (360) 664-1134. For TTY service, please call the Washington Relay Service at 7-1-1 or 1-800-833-6384.

Keywords: State of Washington, Olympia , forms And records Analyst 2, Other , Olympia, Washington

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