DSHS HCLA Forms & Records Analyst Supervisor

DSHS HCLA Forms & Records Analyst Supervisor
Location: Lacey WA

Make a meaningful impact in long-term care policy by embracing this thrilling opportunity. The WA Cares Fund(WCF) is the first of its kind in the United States showcasing why Washington State leads the nation in long-term care initiatives. Created by the WA State Legislature the WCF offers affordable long-term care insurance coverage to all working Washingtonians. This is a rare opportunity to become one of the founding team members as we introduce the nations first long-term services and supports social insurance program.

DSHSs Home & Community Living Administration (HCLA) WCF is hiring key team members now to assist as we move toward the full implementation of the program. Beginning in 2026 the innovative work that you do now will aid qualified people and their authorized representatives to apply for and access their earned benefits that help pay for daily-living activities. Your experience knowledge and skills make a difference.

About the role
The Forms & Records Analyst Supervisor oversees the WA Cares Imaging Unit leading a team of nine staff who manage the imaging indexing and retention of records for the WA Cares Fund. They ensure daily operations run smoothly resolving complex issues and maintaining the accuracy and confidentiality of records. This role develops and refines processes for converting paper documents to electronic records while also conducting quality assurance and performance reporting. As a subject matter expert the supervisor serves as a liaison with internal agencies and stakeholders ensuring compliance with policies and supporting the programs operational goals. This position is based at our headquarters in Lacey Washington and requires on-site in-person work each day.

Some of what youll do:

• Supervise and lead a team of Forms & Records Analyst 1s including recruiting hiring training evaluating and supporting staff development.
  
• Assign monitor and review work to ensure accuracy timeliness compliance with standards and quality assurance of electronic and non-electronic records.
  
• Provide training and guidance on program requirements agency policies and the proper use of the BCC Console while facilitating onboarding for new staff.
  
• Resolve internal and external problems or conflicts interpret and apply the Collective Bargaining Agreement and promote a culture of safety wellness and inclusion.
  
• Oversee document management operations including prepping scanning indexing record retention negotiable handling and alignment with WA Cares standards.
  
• Prepare reports lead staff meetings and collaborate with leadership to identify error trends training needs and process improvements.
  
• Troubleshoot and coordinate resolution of technical or equipment issues related to document imaging while participating in required training meetings and committees.

• A bachelors degree in business administration accounting industrial engineering or a closely related field plus at least 3 years of experience in forms and records management.
• Or at least 7 years of professional or practical experience in business administration accounting or industrial engineering preferablyin forms and records management.

• Strong communication skills both oral and written with the ability to collaborate effectively with peers clients stakeholders and the public.
  
• Ability to organize prioritize delegate and manage multiple assignments while maintaining accuracy and attention to detail.
  
• Conflict resolution and problem-solving skills including the ability to independently assess situations apply sound judgment and develop workable solutions.
  
• Leadership skills to supervise evaluate and coach staff while modeling professionalism accountability and support for the agency mission.
  
• Ability to prepare and deliver training tailored to different audiences and support staff development.
  
• Knowledge of medical terminology related to aging and long-term services with the ability to respond appropriately in complex or crisis situations.
  

Prior to a new hire a background check including criminal record history may be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicants suitability and competence to perform in the job. This announcement may be used to fill multiple vacancies. Employees driving on state business must have a valid drivers license. Employees driving a privately owned vehicle on state business must have liability insurance on the privately owned vehicle.

Washington State Department of Social and Health Services is an equal opportunity employer and does not discriminate in any area of employment its programs or services on the basis of age sex sexual orientation gender gender identity/expression marital status race creed color national origin religion or beliefs political affiliation military status honorably discharged veteran Vietnam Era recently separated or other protected veteran status the presence of any sensory mental physical disability or the use of a trained dog guide or service animal by a person with a disability equal pay or genetic information. Persons requiring accommodation in the application process or this job announcement in an alternative format may contact the Recruiter at . Applicants who are deaf or hard of hearing may call through Washington Relay Service by dialing 7-1-1 or 1-.

E-Verify is a registered trademark of the U.S. Department of Homeland Security.