The Washington State Archives  preserves and provides access to millions of legal and historical records of our state and local governments. To meet the needs of our transferring partners, improve discoverability of records, and increase access to the collection, the Archives is expanding its staff and currently hiring for several positions, including a Research Archivist for its Puget Sound Regional Collection located on the campus of Bellevue College in Bellevue.

The Research Archivist supports government agencies and the public with accessing records, including an increasing number of digital records. This position plays a critical role in assisting users navigate the collection and connecting researchers with records. This position also supports collection management, helps with outreach and serves on Archives teams. We welcome applications from qualified candidates who are excited to join us in ensuring archival records are preserved and available for present and future research.  

The Office of Secretary of State (OSOS) offers some of the most unique and diverse job opportunities in state government. Its critical responsibilities include ensuring a fair and accurate elections process; registering corporations and charities; connecting Washingtonians through the power of libraries; and protecting our important government records. Citizens depend on the Archives to research genealogy, state and city history, property transfers, legislative intent, court records, and academic projects. The Secretary of State also administers vital community programs that inspire giving, document our history, and assist crime survivors in avoiding further abuse. This independent office under the state Constitution operates from facilities statewide.  

The OSOS is looking for top-performing employees who embody its core values of integrity, service excellence, visionary leadership, collaboration and teamwork. It is committed to both employee growth and work-life balance. The benefits of working in state government also include potential eligibility for the federal Public Service Loan Forgiveness program.

Research Archivist, Library and Archival Professional 2
Full time, Permanent

This position independently performs professional archives and research duties in support of the Washington State Archives’ mandate to make the archives of the State of Washington available for reference and scholarship and to ensure their proper preservation.  Day-to-day duties include providing archival reference and research services, monitoring access to archival materials, records processing and preservation, and occasional outreach opportunities. This position reports to the Managing Archivist for the Puget Sound Regional Collection.

Please note: Interviews for this position will be conducted on an ongoing basis. It is in the candidate's best interest to apply as soon as possible. The hiring manager reserves the right to fill the position at any time.

Special Notes: This position receives an additional 5% geographic assignment pay for being located within King County.

Duties

Archival Research
Tasks include: 

• Independently provides archival reference services to the public and government agencies. 
• Applies specialized knowledge of government records and the Archives collection to identify appropriate records for responding to a wide range of research requests.
• Consults collection catalogs, finding aids and inventories to locate archival records.
• Retrieves and refiles archival materials; provides copies or scans of archival documents to researchers.
• Applies professional practices to protect records accessed in response to research requests.
• Documents reference questions, research requests and orders. 
• Mentors lower-level staff, interns, student workers and volunteers on specialized subject matter research. 
• Monitors the research room for the security and physical protection of archival records, publications, and archives equipment.
• Monitors researchers to be sure they are in compliance with collections use policies and procedures.
• Complies with all state/federal laws and rules pertaining to the accessibility of records ensuring that restricted materials are not made available.

Collection Management, Acquisitions and Records Management
Tasks include: 

• Provides assistance in collection management including archival arrangement and description, records accessioning and preservation storage, preservation, audits of holdings, and records disposition following guidelines and manuals.
• Attains or creates proper descriptive information for archival records to ensure intellectual control of the collections and the availability of records. 
• Recommends and participates in indexing projects to improve discovery of the collections.
• Identifies high reference records for access reformatting projects to ensure proper preservation.
• Monitors use of collection and identifies records requiring preservation.
• Works with colleagues to prioritize archival records transfers and processing.
• Participates in appraisal deliberations on the value of incoming records and current holdings.
• Provides direction and advice to customers on routine records management programs, policies and procedures where the answers can be found in record retention schedules, the website, published advice, or has been given before.

Administrative Activities and Outreach
Tasks include: 

• Performs accounting tasks to support research services.
• Compiles statistics and reports on research, acquisitions and special projects.
• Assists with the orientation of students, interns and volunteers and provides direction and guidance on their work.
• Participates in the development of policies and procedures, particularly those related to accessing the collection.
• Conducts tours of the facility.
• Creates and coordinates special projects or initiatives which publicize the role and the holdings of the State Archives.
• Seeks out and speaks at allied professional and target audience functions.

Miscellaneous:
Tasks include: 

• Stays up-to-date with current trends in the archives and records management profession.
• Other duties as assigned.

Qualifications

Required Qualifications: 

• Master’s degree involving archives and records management, history or related field and one year of experience as a professional archivist including duties such as arranging and describing records, making records accessible, digitizing, managing digital records, or records management activities such as interpreting retention schedules, organizing and classifying records and ensuring accessibility and retrieval OR 7 years of professional, full-time experience completing land research; providing reference and research services in records, archives or special collections; or responding to public records requests may substitute for higher education.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position

Preferred/Desired Qualifications:

• Experience providing archival reference services.
• Experience using cataloging, archives, or records management software.
• Experience with electronic records.
• Familiarity with digital imaging software and tools.
• Experience arranging and describing archival records.
• Experience using standard office software applications such as Microsoft Office Suite.
• Knowledge of Pacific Northwest history and governmental organizations.
• Experience working independently, establishing work priorities and adapting to changing business needs, conditions and work responsibilities.
• Certification by the Academy of Certified Archivists and/or completion of the Society of American Archivists Digital Archives Specialist (DAS) or Arrangement & Description (A&D) Certificate Program.

Supplemental Information

Working Conditions
In this position, the incumbent works in an office environment and temperature-cooled records storage environment.  Willingness and ability to work in adverse conditions (working with moldy or dusty materials or in areas that are cramped and/or somewhat confining) Must be able to handle fragile and photographic materials with care and safety.  Requires the ability to sit or stand for long periods of time. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM though work can be required outside of standard hours to include evenings, weekends, and holidays, particularly when responding to emergency situations. Travel to local government offices will be required to transport records.  Occasional travel statewide with overnight stays and infrequent out-of-state travel for training and professional conferences.   The incumbent in this position must be able to move and maneuver records storage containers, as well as oversize bound volumes and flat documents which may weigh as much as 40lbs; use ladder and other lifting devices to retrieve records as high as 10' in the air, with or without a reasonable accommodation. Communicates information both verbally and in writing primarily with other state and local government agencies and internal stakeholders. They also must represent the Office of the Secretary of State in a competent, confident, and professional manner, including professional dress, have the ability to communicate effectively with customers, co-workers, and business contacts in writing and orally, and have the ability to multi-task while retaining focus on complex issues for an extended period. Works with the public and handles financial transactions, ability to work independently, establish work priorities and adapt to changing business needs, conditions, and work responsibilities.

Special Requirements/Conditions of Employment

• • This position is in a bargaining unit represented by the Washington Federation of State Employees (WFSE)and is subject to the terms of the Collective Bargaining Agreement between the State of Washington, The Office of the Secretary of State, and the WFSE.
  • Prior to a new hire, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant’s suitability and competence to perform in the position.

How to Apply

• To be considered for this position you must attach the following:
  • Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
  • Current Resume
  • Three Professional references. Personal references will not be considered. 
• You must complete the supplemental questions at the end of this application.  Incomplete responses such as "see resume" will not be considered.  In addition, if the employer you identify in the additional information section is not included on your resume or work experience profile and/or you do not identify an employer, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process.  You must black out your social security number before attaching it to your application.

The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, sex, marital status, race, color, creed, national origin, political affiliation, military status, sexual orientation, or any real or perceived sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should call (360) 999-9483.