What are the responsibilities and job description for the Lead Acquisitions Archivist position at State of Washington Office of the Secretary of...?
Description
The Washington State Archives preserves and provides online access to millions of legal and historical records of our state and local governments through its Digital Archives website. Washington's Digital Archives was the first of its kind in the nation and in twenty years has increased its holdings to over 250 million records, with nearly 100 million available online. To support government agencies with organizing and transferring the increasing number of born-digital records, the Washington State Archives is hiring a Lead Acquisitions Archivists with experience in electronic records for its Olympia branch. We welcome applications from qualified candidates who are excited to join us in ensuring the preservation and accessibility of digital and paper 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 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.
Full-time, Permanent
This position reports to the Olympia Branch Archivist and is responsible for implementing and administering programs that ensure compliance with State Public Records Laws, and for applying knowledge of accepted archival and records management theory and practice to develop systems for the collection, preservation, and facilitation of access to historical public records.
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
Acquisitions and Collection Management
Tasks include:
- Directs and oversees the multi-year barcoding project to create tracking and descriptive information for archival records in Olympia. Responsible for setting and hitting project milestones to ensure collections are ready to move into a new Library-Archives building.
- Builds and maintains effective working relationships with government agencies to schedule and facilitate the smooth transfer of complex records, especially electronic records, to the Archives.
- Reviews and interprets state and federal law, statutes and rules, in conjunction with records retention schedules, to decide whether records are archival and should be accessioned or are eligible for destruction.
- Works with state and local agency staff on functional and technical appraisals to determine the final disposition of archival records, identifying those which should be retained for historical, legal and long-term value and those which should be destroyed.
- Trains government agency staff on tools for transferring electronic records. Manages permissions and access to electronic records transfer tools.
- Monitors ingestion of electronic records. Identifies and assesses issues in electronic transfers and troubleshoots as needed.
- Identifies, completes, and/or assigns and evaluates collection management projects related to the inventory, reappraisal, and disposition of records.
- Creates and maintains collection control files, logs and other documentation to record the legal transfer of custody, accessioning, arrangement and description, processing and deaccessioning/dispositioning of records of state and local governments (as well as private records acquired through donations/purchases) in the collections managed by the Archives.
- Utilizes box trucks and other office vehicles to pick up records and transfer records between storage areas to ensure the most efficient use of space at multiple records storage sites.
Administration, Planning, and Supervision
Tasks include:
- Evaluates, corrects or creates transmittals for archival records to ensure intellectual control of the collections and records availability.
- Performs arrangement, description, and weeding projects on archival records.
- Identifies issues in Archives collection management practices, transfer systems and tools related to the evolution of record types, changes to retention schedules, state law, or agency practices.
- Works with IT Developers in the design, development and implementation of enhancements to Archives applications.
- Conducts research and monitors developments in the application of technology for data storage, extraction, and manipulation to increase access to electronic collections.
- Develops data to measure success of projects and initiatives and to support budget requests.
- Assists in the long-term planning and implementation of the division’s strategic goals, objectives, policies, and procedures of the Olympia Branch and the Division of Archives and Records Management.
- Assists in the development and implementation of policies, procedures, and standards of best practice for managing collections.
- Serves on divisional committees, task forces and working groups charged with identifying and implementing new programs and services.
- Trains and directs staff, students, and volunteers in the methods of accessioning and processing.
- Assigns work, monitors, and corrects performance issues. Develops and mentors lower-level staff.
- Participates in the hiring of staff and the selection of student workers and volunteers.
- Develops and updates job description forms.
- Prepares performance and development plans, expectations and evaluations.
Professional and other duties as assigned
Tasks include:
- Coordinates maintenance and repairs to the building. Fills in for Branch Manager as needed.
- Performs outreach activities and provides tours of the Archives.
- Stays current on emerging issues in the field of archives and records management through review of professional journals, publications, studies and reports. Participates in professional organizations. Prepares papers and presentations on archives and records management theory and practice.
Qualifications
Required Qualifications:
- Master's degree involving archives and records management, history or related field.
- Five years of experience as a professional archivist.
- Experience in acquisition and processing of electronic records.
- Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position.
- Experience using cataloging, archives, or records management software.
- Experience using digital imaging software and tools.
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 as well as in a records storage environment. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM though work can be required outside of the standard hours to include evenings, weekends, and holidays, particularly in emergency situations. Occasional local and statewide travel to transport records, infrequent out-of-state travel for training and professional conferences. The incumbent in this position must have the ability to move and maneuver objects weighing approximately 40 lbs. and use ladders to shelve and retrieve records as high as 10' in the air, and use other lifting devices to shelve and retrieve records as high as 30’ in the air, with or without a reasonable accommodation. The incumbent must be able to represent the Office of the Secretary of State in a competent, confident, and professional manner, including professional dress. The incumbent in this position also communicates 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.
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.
- Must pass a Washington State Patrol background check
- Current Washington State driver's license or have requested and obtained an appropriate accommodation.
How to Apply:
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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.
