Lead Acquisitions Archivist
Apply NowCompany: State of Washington
Location: Olympia, WA 98501
Description:
Salary : $69,396.00 - $93,348.00 Annually
Location : Thurston County - Olympia, WA
Job Type: Full Time - Permanent
Job Number: 25 AR LAP4 0241
Department: Office of the Secretary of State
Division: Archives
Opening Date: 02/06/2025
Closing Date: Continuous
Salary Information: The high end of the salary range, Step M is typically a longevity step
Description
The preserves and provides online access to millions of legal and historical records of our state and local governments through its 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 program.
Lead Acquisitions Archivist, Library & Archives Professional 4
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:
Administration, Planning, and Supervision
Tasks include:
Professional and other duties as assigned
Tasks include:
Qualifications
Required Qualifications:
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:
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave
Leave Sharing
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 12-31-2022
01
Where did you hear about this job opening?
02
Do you have a family member or relative currently employed at the Office of the Secretary of State? *Relative includes: parent, child, spouse, domestic partner, brother, sister, grandparent, aunt, uncle, cousin, niece, any 'step' relations within the preceding categories, any in-law relations within the preceding categories and any others living in the employee's household*
03
If you answered yes in the previous question, what is the name of your family member/relative?
04
PLEASE READ THE BELOW AND TYPE YOUR INITIALS IN RESPONSE TO ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTAND THESE STATEMENTS. The Office of the Secretary of State has a Nepotism Policy that does not allow employment of relatives or family members in the same chain of command. I acknowledge this policy and I do not have familial connections or household members employed at the Office of the Secretary of State. I understand that if I am hired and it is discovered that I have a relative or household member working in the same division, my employment will be terminated immediately.
05
Do you have a Master's degree involving major study in archives and records management, history or related field with coursework related to archives and records management principles?
06
Do you have 5 or more years of experience as a professional archivist?
07
If you answered yes to the above question, please briefly describe where and when you obtained this experience.If you do not have this experience, mark N/A in the box below.
08
How many years of experience do you have providing customer service and technical assistance in a library or archives?
09
How many years of experience do you have interpreting retention schedules and/or appraising archival records?
10
Please describe how your education and job experience with appraising, acquiring, describing, preserving, and providing access to paper and born-digital archival records have prepared you for this position.
11
Can you efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position?
12
This position has a requirement to be physically on site in the branch location of employment. Are you able to do this?
13
Do you have a current Washington state driver's license, or are you able to obtain one, or have requested and obtained an appropriate accommodation?
Required Question
Location : Thurston County - Olympia, WA
Job Type: Full Time - Permanent
Job Number: 25 AR LAP4 0241
Department: Office of the Secretary of State
Division: Archives
Opening Date: 02/06/2025
Closing Date: Continuous
Salary Information: The high end of the salary range, Step M is typically a longevity step
Description
The preserves and provides online access to millions of legal and historical records of our state and local governments through its 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 program.
Lead Acquisitions Archivist, Library & Archives Professional 4
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.
- 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.
More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits
Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness
If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays
Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave)
Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave
Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave
Most employees whose family member or household member dies, are entitled to three (3) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave
Leave Sharing
Family and Medical Leave Act (FMLA)
Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 12-31-2022
01
Where did you hear about this job opening?
02
Do you have a family member or relative currently employed at the Office of the Secretary of State? *Relative includes: parent, child, spouse, domestic partner, brother, sister, grandparent, aunt, uncle, cousin, niece, any 'step' relations within the preceding categories, any in-law relations within the preceding categories and any others living in the employee's household*
- Yes
- No
03
If you answered yes in the previous question, what is the name of your family member/relative?
04
PLEASE READ THE BELOW AND TYPE YOUR INITIALS IN RESPONSE TO ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTAND THESE STATEMENTS. The Office of the Secretary of State has a Nepotism Policy that does not allow employment of relatives or family members in the same chain of command. I acknowledge this policy and I do not have familial connections or household members employed at the Office of the Secretary of State. I understand that if I am hired and it is discovered that I have a relative or household member working in the same division, my employment will be terminated immediately.
05
Do you have a Master's degree involving major study in archives and records management, history or related field with coursework related to archives and records management principles?
- Yes
- No
06
Do you have 5 or more years of experience as a professional archivist?
- Yes
- No
07
If you answered yes to the above question, please briefly describe where and when you obtained this experience.If you do not have this experience, mark N/A in the box below.
08
How many years of experience do you have providing customer service and technical assistance in a library or archives?
- I have 5 or more years of experience
- I have 3-4 years of experience
- I have 1-3 years of experience
- I have less than one year of experience
09
How many years of experience do you have interpreting retention schedules and/or appraising archival records?
- I have 5 or more years of experience
- I have 3-4 years of experience
- I have 1-3 years of experience
- I have less than one year of experience
10
Please describe how your education and job experience with appraising, acquiring, describing, preserving, and providing access to paper and born-digital archival records have prepared you for this position.
11
Can you efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position?
- Yes
- No
12
This position has a requirement to be physically on site in the branch location of employment. Are you able to do this?
- Yes
- No
13
Do you have a current Washington state driver's license, or are you able to obtain one, or have requested and obtained an appropriate accommodation?
- Yes
- No
Required Question