Archival Assistant Jobs (NOW HIRING)

Description 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 an Acquisitions Archivist for the Northwest Regional Collection located on the campus of Western Washington University in Bellingham. The Acquisitions Archivist supports government agencies with organizing and transferring paper and an increasing number of born-digital records.

This position plays a critical role in appraising, accessioning, arranging and describing archival government records to facilitate public access. The Acquisitions Archivist also assists research services, helps with outreach and serves on Archives teams. We welcome applications from qualified candidates who are excited to join us in ensuring Washington's 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. Acquisitions Archivist - Library and Archival Professional 2 Full time, Permanent This position independently performs professional archives and collections management duties in support of the Archives' mission to make the state's archival records available for reference and scholarship and insure their proper preservation.

Day-to-day duties include determining the disposition of archival records; records processing and preservation; facilitating access to archival materials; assisting with the workflow and assignments for students, interns and/or volunteers and occasional outreach opportunities. This position reports to the Managing Archivist for the Northwest 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. Duties Acquisition Activities and Collections Management Tasks include: Independently determines the disposition of archival records through the use of records retention schedules and archival appraisal practices to decide whether records should be accessioned into the collections of the Archives or destroyed.

Performs independently arrangement, description, and weeding projects on archival records. Attains or creates proper descriptive information for archival records to ensure intellectual control of the collections and the availability of records. Applies professional preservation tools to ensure the long-term lifespan of archival records.

Coordinates with government agencies to pick up incoming records and ensure the smooth transfer of records to archival storage. Utilizes state vehicles, including a large SUV, to pick up records. 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. Manages use of archival storage space to optimize capacity. Performs projects to ensure records match descriptive information.

Using a variety of sources, searches the Archives for any records that are temporarily unlocatable. Follows arrangement and description guidelines and manuals to process archival records. Archival Research Tasks include: Provides research services to the public as well as 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.

Administrative Activities and Outreach Tasks include: Assists with the workflow and assignments for students, interns and/or volunteers. Compiles statistics and reports on acquisitions, reference services and special projects. Conducts tours of the facility.

Creates and coordinates special projects, initiatives, workshops, presentations, and displays that publicize the role and holdings of the 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 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: Collection management experience, including selection, weeding, and record maintenance. Experience using cataloging, archives, or records management software. Experience with electronic records.

Experience providing archival reference services. Experience working independently, establishing work priorities and adapting to changing business needs, conditions and work responsibilities. Familiarity with digital imaging software and tools.

Experience using standard office software applications such as Microsoft Office Suite. 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. 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 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 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.