Records/Grants Consultant

Full Job 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 a Records Consultant located in Olympia.

The Records/Grants Consultant helps government agencies with the management and retention of their public records.

As part of a statewide team, this position plays a critical role in providing advice, consultations, and training to help government agencies make the best use of the services provided by the Archives.

The Records Consultant also assists with reviewing records retention schedules, supporting the State and Local Records Committees, and serves on Archives teams.

We welcome applications from qualified candidates who are excited to join us in helping government agencies to better manage their records, including those destined for preservation and access at the Archives.

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.

This position supports the Archives mandates to gather, disseminate, and train agencies on all phases of records management practices, methods, procedures, and techniques for the efficient and economical storage and preservation of records. The position reports directly to the State Records Manager and provides advice, training, and consultations to government agencies, develops online educational resources, and assists with the development and review of retention schedules.

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.

Requirements

Provides advice and consultation to government agencies
Tasks include:

• Answers routine questions from external customers relating to archives and records management issues with professional in-depth knowledge;
• Independently conducts on-site consultations to provide advice and assistance to customers on routine archives and records management issues;
• Builds and maintains working relationships with internal and external customers;
• Promotes and facilitates the use of archives services by local and state government agencies.
• Supports and assists the administration of the local records grant program.

Grant Administration
Tasks include:

• Oversees the day-to-day operations of the Archives Local Records Grant program.
• Records and process application submittals and reviews applications for completeness and uniformity prior to distributing to reviewers; records individual reviewer comments regarding application submittals; schedules group reviews; and take notes on group discussions;
• Monitors and maintains contact with grantees to ensure the success of each grant, and that financial claims and required reports are submitted in a timely manner and that claims do not exceed the contracted level;
• Conducts outreach to advertise local records grant program and travels to customer locations and state-wide conferences to provide orientation on the programs policies and procedures;
• Assists in the development, establishment, and interpretation of policies, procedures and guidelines for the local records grant program;
• Works with Office of the Secretary of State financial services and contracts staff to ensure that best practices and guidelines are followed to ensure positive feedback during any program audits;
• Works with internal and external customers to ensure the proper development and capturing of statistics for use by the program and for reports to oversight bodies.

Miscellaneous
Tasks include:

• Coordinates the activities and provides administrative support to the archives oversight committee.
• Provides backup support to archives’ research services.
• 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 and/or as a records management professional OR 7 years of professional, full-time experience managing information and records in government or highly regulated records management environment or interpreting, applying, and/or implementing 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:

• Experience with records retention schedules, particularly government.
• Prior experience in accounting, budgeting, grant management or closely related field.

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.

Additional Information

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.