Acquisitions Archivist

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.

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.

• 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.

• 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.

• Stays up-to-date with current trends in the archives and records management profession.

• Other duties as assigned.

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.

• 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.

• 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

• 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.