Records Migration Coordinator (Forms and Records Analyst 1) - No Experience Required
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Keeping Washington Clean and EvergreenThe Shorelands & Environmental Assistance (SEA) program within the Department of Ecology is looking to fill a Records Migration Coordinator (Forms and Records Analyst 1) position. This position will be located in our Headquarters Office in Lacey, WA. Upon hire, you must live within a commutable distance from the duty station.In this position, you will work on a cross-program team to migrate records from paper files, PartnerWeb, and SharePoint on premises to SharePoint Online. You will develop user-friendly sites and pages to help staff in SharePoint Online adoption. You will also improve processes through the use of automation tools.Agency Mission: The mission of the Department of Ecology is to protect, preserve and enhance Washington's environment for current and future generations.Program Mission: The mission of the Shorelands and Environmental Assistance Program is to create community conservation partnerships to protect and restore our shorelands, wetlands, and floodplains.Please Note: This is a temporary position that will end June 30, 2025.Tele-work options for this position: This position will have flexibility of a hybrid schedule, empowering work from home and office, providing less time in traffic and shrinking your carbon footprint. This position will be eligible for up to a 80% tele-work schedule. Applicants with questions about position location options, tele-work, and flexible or compressed schedules are encouraged to reach out to the contact person listed below in other information. Schedules are dependent upon position needs and are subject to change.Application Timeline: This position will remain open until filled; we will review applications on October 7, 2024. In order to be considered, please submit an application on or before October 6, 2024. If your application isn't received by this date, it may not be considered. The agency reserves the right to make a Hire any time after the initial screening date.Ecology employees may be eligible for the following:Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave*, 11 Paid Holidays per year*, Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives (Download PDF reader), Combined Fund Drive, SmartHealth *Click here for more informationAbout the Department of EcologyProtecting Washington State's environment for current and future generations is what we do every day at Ecology. We are a culture that is invested in making a difference. Join a team that is highly effective and collaborative, with leadership that embraces the value of people. To learn more, check out our Strategic Plan.Ecology cares deeply about employee wellness; we go beyond traditional benefits, proudly offering:* A healthy life/work balance by offering flexible schedules and telework options for most positions.* An Infants at Work Program that is based on the long-term health values of infant-parent bonding and breastfeeding newborns.* Continuous growth and development opportunities.* Opportunities to serve your community and make an impact through meaningful work.Our commitment to DEIRDiversity, equity, inclusion, and respect (DEIR) are core values central to Ecology's work. We strive to be a workplace where we are esteemed for sharing our authentic identities, while advancing our individual professional goals and collaborating to protect, preserve, and enhance the environment for current and future generations.Diversity: We celebrate and appreciate diversity; our unique perspectives and abilities enrich us all and lead to innovative approaches and solutions.Equity: We champion equity, recognizing that each of us need different things to thrive.Inclusion: We intentionally create and hold space so that we all have meaningful opportunities to participate and contribute to Ecology's work.Respect: We treat each other with respect and dignity, acknowledging the inherent worth of our diverse perspectives and lived experiences, even in times of uncertainty and disagreement.We believe that DEIR is both a goal and an action. We are on a journey, honoring our shared humanity and taking steps to demonstrate our commitment to a vision where each of us is heard, seen, and valued.What makes this role unique?Moving to SharePoint Online is a major shift for the SEA Program. In this role, you will help multiple teams assess existing content, determine retention values, and shift records to SharePoint Online. You will learn automation tools and apply them to sites to improve and streamline processes.What you will do:* Identify and solve record issues: Analyze paper and electronic record problems and suggest solutions.* File management and digitizing: Oversee HQ SEA files, access, and inventory.* Record scheduling: Coordinate services like records retention and consulting.* Retention and transfer: Develop and implement retention schedules and archival processes.* Team role: Support M365 products, SharePoint management, training, and security, Subject Matter Expert on SharePoint use and security. Tier 2 support for SEA Site Owners.* Agency requirements: Communicate and assist with SharePoint needs and changes.* Training and resources: Stay updated on SharePoint courses and resources.Years of required experience indicated below are full-time equivalent years. Full-time equivalent experience means that any experience where working hours were less than 40 hours per week will be prorated in order to meet the equivalency of full-time. We would calculate this by looking at the total hours worked per week, divide this by 40, and then multiply by the total number of months worked. Examples of the proration calculations are:* 30 hours worked per week for 20 months: (30/40) x 20 months = 15 months full-time equivalent* 20 hours worked per week for 12 months: (20/40) x 12 months = 6 months full-time equivalentExperience for both required and desired qualifications can be gained through various combinations of formal professional employment, education, and volunteer experience. See below for how you may qualify.Required Qualifications:A total of two years of experience and/or education as described below:* Professional work experience with administrative support, forms, and/or records management.* Education involving college level course work in business administration or closely allied field.All experience and education combinations that meet the requirements for this position:Possible CombinationsCollege credits or degree - as listed aboveYears of required experience - as listed aboveCombination 1No college credits or degree2 years of experienceCombination 230-59 semester or 45-89 quarter credits.1 year of experienceCombination 360-89 semester or 90-134 quarter credits (or an Associate's degree or above).No experience requiredDesired Qualifications:We highly encourage you to apply even if you do not have some (or all) of the desired experience below.* Proficient in the use of computers, including the use of Microsoft Office 365 products: Word, Excel, PowerPoint, Outlook, OneDrive, and SharePoint.* Ability to follow up on priority assignments and meet deadlines for these assignments.* Interested in and comfortable with learning new technologies. Experience with SharePoint automation, rules, and workflows.Note: Having some (or all) of this desired experience may make your application more competitive in a highly competitive applicant pool.Ecology does not use the E-Verify system; therefore, we are not eligible to extend STEM Optional Practical Training (OPT). For more information, please visit www.uscis.gov. Ecology seeks diverse applicants: We view diversity, equity, inclusion, and respect through a broad lens including race, ethnicity, class, age, religion, sexual orientation, gender identity, immigration status, military background, language, education, life experience, physical disability, neurodiversity, and intersectional identities. Qualified candidates from all backgrounds are encouraged to apply.Need an Accommodation in the application and/or screening process or this job announcement in an alternative format?* Please call: (360) ###-#### or email: ...@ecy.wa.gov and we will be happy to assist.* If you are deaf or hard of hearing you can reach the Washington Relay Service by dialing 7-1-1 or 1-800-###-####.* If you need assistance applying for this job, please e-mail ...@ecy.wa.gov. Please do not send an email to this address to follow-up on the status of your application. You can view the latest status of your application on your profile's main page.* If you are reading this announcement in print format, please enter the following URL to your search engine to apply: Instructions:It's in the applicant's best interest to submit all of the documents listed below. Applications without these documents may be declined.* A cover letter describing why you are interested in this position.* A resume outlining your experience and education (if applicable) as it relates to the minimum qualifications of this position.Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.For Your Privacy:When attaching documents to your application (such as Resume, Cover Letter, Transcripts, DD-214, etc.):* Please be sure to remove private information such as your social security number, date of birth, etc.* Do not attach documents that are password-protected, as these documents may not be reviewed and may cause errors within your application when downloaded.Additional Application Instructions for Current Ecology Employees:Please make sure to answer the agency-wide questions regarding permanent status as a classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources.Application Attestation:The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed.Other Information:If you have specific questions about the position, please email Bridget Talebi at ...@ecy.wa.gov Please do not contact Bridget to inquire about the status of your application.To request the full position description: email ...@ecy.wa.govWhy work for Ecology?As an agency, our mission is to protect, preserve and enhance Washington's environment for current and future generations. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism, and accountability.Joining Ecology means becoming a part of a team committed to protecting and restoring Washington State's environment. A career in public service allows you to help solve some of the most challenging problems facing our state, while keeping your health and financial security a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to life/work balance.To learn more about The Department of Ecology, please visit our website at www.ecology.wa.gov and follow, like or visit us on LinkedIn, Twitter, Facebook, Instagram or our blog.Collective Bargaining: This is a position covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.Equal Opportunity Employer: The Washington State Department of Ecology is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans, military spouses or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) ###-####. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-###-####.Note: This recruitment may be used to fill other positions of the same job classification across the agency. Once all the position(s) from the recruitment announcement are filled, the recruitment may only be used to fill additional open positions for the next sixty (60) days.#LI-Hybrid