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 three Acquisitions Archivists. These Archivists will focus primarily on electronic records and work at one of our five regional branches located in: Bellevue, Bellingham, Cheney, Ellensburg and Olympia.

These Acquisitions Archivist positions play a critical role in appraising and facilitating the transfer of digitized and born-digital records using the Archives’ custom developed system. These positions will attain a complex working knowledge of the system and help train others to use the applications that support transfer, collection management, and access. These positions report to the Digital State Archivist and may collaborate with the branch managers on description metadata to improve access to the electronic collections. We welcome applications from qualified candidates who are excited to join us in ensuring the preservation, and improving the discoverability, of archival records 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.

Acquisitions Archivist - Library and Archival Professional 3
Full time, Permanent

This position facilitates the transfer of electronic records from client agencies to the Washington State Archives. The Acquisitions Archivist independently performs professional archives and collections management duties in support of the Archives’ mission to make the state’s electronic archival records available for reference and scholarship and ensure their proper preservation. Day-to-day duties include advising and training transferring partners, determining the disposition of archival records; records ingestion and preservation; facilitating access to archival materials by improving discoverability; and occasional outreach opportunities.

This recruitment will be used to fill multiple vacancies.  We are currently filling vacancies in the following locations:  Olympia, Bellingham, Bellevue, Cheney and Ellensburg.

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.

Duties

Day to Day Acquisition Operations
Tasks include:

• Facilitates the transfer of electronic records from client agencies to the Archives for accessioning. Tasks include; conducts virtual and on-site appraisals based on Records Retention Schedules, Digital Archives system requirements, and Archives policies and practices; serves as senior-level consultant on preparation of records for transfer; evaluates, corrects, or creates transmittals for archival records to ensure intellectual control of the records and ensure availability; creates Digital Archives system metadata; troubleshoots problems that occur during ingestion. 
• Builds and maintains effective working relationships with government agencies to schedule and facilitate seamless transportation of complex records, electronic records, to the Archives.
• Participates in agency visits. Delivers hard drives to agencies when the Archives' ingestion system cannot support a transfer, and processes records upon return of the drive(s).
• Prepares and delivers virtual and on-site training to government agencies and internal staff on the use of transfer, access, and collection management tools. Manages user accounts and permissions for the tools and applications. 
• Maintains inventory of portable media discovered in stacks and evaluates, appraises, processes, catalogs, and preserves archival records.

Collection Management
Tasks include: 

• Improves discoverability of records using archival description standards. Tasks include: creates and improves description metadata; creates or updates Archives catalog entries; and identifies needed enhancements that increase access to online collections.
• Collaborates in the development and maintenance of procedures for accessioning and managing collections.
• Complies with all state and federal laws pertaining to the accessibility of records ensuring that restricted materials are identified and documented in the system.
• Follows arrangement and description standards, policies and internal manuals to process archival records.
• Reviews paper collections to incorporate them into description with related electronic collections.

Outreach
Tasks include: 

• Creates and coordinates special projects, initiatives, workshops, presentations, and displays which publicize the role and holdings of the Archives.
• Seeks out and speaks at allied professional and target audience functions.

Miscellaneous
Tasks include: 

• Stay up to date with current trends in the archives and records management profession, particularly those related to technologies for the preservation of and access to born digital records.
• Assist with day-to-day branch operations, as needed.
• Other duties as assigned.

Qualifications

Required Qualifications: 

• Master’s degree involving archives and records management, history or related field and three years’ experience as a professional archivist including duties such as appraising and selecting records, arranging and describing records, making records accessible, digitizing, managing digital records, or records management activities such as establishing retention schedules, organizing and classifying records and ensuring accessibility and retrieval OR 9 years of professional, full-time experience appraising, accessioning, cataloging, arranging, and preserving digital and analog archival records, improving access to digital item- to collection-level records using standard description metadata, and interpreting and applying records retention schedules 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:

• Demonstrated experience with electronic records, including ingestion and description procedures and best practices, file formats and properties related to their long-term preservation and access.
• Experience working independently, establishing work priorities and adapting to changing business needs, conditions and work responsibilities.
• Experience using standard office software applications such as Microsoft Office Suite.
• Interest or experience in scripting. 
• Completion of the Society of American Archivists Digital Archives Specialist Certificate Program.

PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification. 
                
At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

Supplemental Information

Working Conditions
In this position, the incumbent works primarily in an office environment and, occasionally, in temperature cooled environments. 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 emergency situations. Occasional travel statewide with overnight stays and infrequent out-of-state travel for training and professional conferences. The incumbent in this position must have the ability to move and maneuver records storage containers, as well as oversize bound volumes and flat documents which may weigh as much as 40 lbs. and use ladders to shelve and retrieve records as high as 10' in the air with or without a reasonable accommodation.  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 information both verbally and written with both internal and external customers to include state and local government officials and employees, the public and archives staff.  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
• Current Washington state driver's license or have requested and obtained an appropriate accommodation

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, gender, marital status, color, creed, national origin, political affiliation, military status, gender identity, sexual orientation, or any sensory, mental or physical ability. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing the announcement in alternative format, should email hr@sos.wa.gov.