What are the responsibilities and job description for the Acquisitions Archivist position at State of Washington Office of the Secretary of...?
Description
The Washington State Archives preserves and provides the people of Washington with easy access to millions of legal and historical records of our state and local governments. Washington's Digital Archives is the first of its kind in the nation and accessible worldwide via the web.
Citizens depend on the Archives to research genealogy, state and city history, property transfers, legislative intent, court records, and academic projects. Archives branches are on the Capital Campus in Olympia and college campuses around the state.
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; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. 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 in the Olympia area and 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 2
Full time, Permanent
Full time, Permanent
This position reports to the Lead Acquisitions Archivist and performs entry-level professional archival tasks. Day-to-day operations may include determining the disposition of archival records, records processing and preservation, and/or monitoring access to archival materials.
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
Acquisition Activities and Collections Management
Tasks include:
- Determines the disposition of archival records through the use of archival appraisal practices to decide whether records should be accessioned into the collections of the Archives or destroyed.
- Completes intake of agency transfers, including appraisal, accessioning and cataloging utilizing manuals and other guidance Performs arrangement, description, and weeding projects on archival records.
- Attains, and/or creates proper descriptive information for archival records to ensure intellectual control of the collections and the records availability.
- Applies professional preservation tools to ensure the long-term lifespan of archival records.
- Coordinates with Local and State Government agencies to conduct site visits for appraisals, records transfers, and archival consultations. Utilizes box trucks and other office vehicles to pick up records and transfer records between storage areas to ensure the most efficient use of storage space.
- Maintains logs, and other documentation, that records the destruction of records not selected for acquisition.
- Creates original, and/or updates, catalog entries in the Archives collection management software.
- Monitors the physical environment of the Archives to ensure the proper environment for the long-term storage of archival records.
- Conducts ongoing quality control reviews of collections databases and the physical collection to ensure that records match descriptive information.
- Uses Acquisitions documentation and knowledge of the collection to perform complex searches for materials in the collection.
Tasks include:
- Assist agencies with records retention related questions.
Tasks include:
- Provides research services to the public as well as state and local government agencies, consulting manual and electronic collection catalogues to locate archival records.
- Provides copies of archival documents to researchers.
- Monitors the reference room for the security of archival records, publications, and archives equipment.
- Monitors research use to assure adherence to collections use policies and procedures.
Tasks include:
- Other duties as assigned.
Qualifications
Required Qualifications:
- Master's degree involving archives and records management, history or related field.
- One year of experience as a professional archivist.
- Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position.
- Experience with electronic records management.
- Experience using digital imaging software and tools.
- Collection management experience, including selection, weeding, and record maintenance.
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 in an office environment, temperature cooled records storage environments, and warehouses. 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 emergency situations. Occasional statewide travel will be required to transport records. Ability to move and maneuver records storage containers, as well as oversize bound volumes and flat documents that can weigh as much as 40 lbs., ability to use ladders and other lifting devices to retrieve records as high as 30’ in the air, and ability to drive a 16’ box truck for long and short distances throughout the state with or without 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.
In this position, the incumbent works in an office environment, temperature cooled records storage environments, and warehouses. 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 emergency situations. Occasional statewide travel will be required to transport records. Ability to move and maneuver records storage containers, as well as oversize bound volumes and flat documents that can weigh as much as 40 lbs., ability to use ladders and other lifting devices to retrieve records as high as 30’ in the air, and ability to drive a 16’ box truck for long and short distances throughout the state with or without 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.
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.
