Research Archivist

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 Research Archivist for its State and Southwest Regional Collections located on the Capitol Campus in Olympia.

The Research Archivist supports government agencies and the public with accessing records, including an increasing number of digital records.

This position plays a critical role in assisting users navigate the collection and connecting researchers with records.

This position also supports collection management, helps with outreach, and serves on Archives teams.

We welcome applications from qualified candidates who are excited to join us in ensuring 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.

Requirements

• Independently provides archival reference services to the public and government agencies.
• Applies specialized knowledge of government records and the Archives collection to identify appropriate records for responding to a wide range of research requests.
• Consults collection catalogs, finding aids and inventories to locate archival records.
• Retrieves and refiles archival materials; provides copies or scans of archival documents to researchers.
• Applies professional practices to protect records accessed in response to research requests.
• Documents reference questions, research requests and orders.
• Mentors lower-level staff, interns, student workers and volunteers on specialized subject matter research.
• Monitors the research room for the security and physical protection of archival records, publications, and archives equipment.
• Monitors researchers to be sure they are in compliance with collections use policies and procedures.
• Complies with all state/federal laws and rules pertaining to the accessibility of records ensuring that restricted materials are not made available.

• Provides assistance in collection management including archival arrangement and description, records accessioning and preservation storage, preservation, audits of holdings, and records disposition following guidelines and manuals.
• Attains or creates proper descriptive information for archival records to ensure intellectual control of the collections and the availability of records.
• Recommends and participates in indexing projects to improve discovery of the collections.
• Identifies high reference records for access reformatting projects to ensure proper preservation.
• Monitors use of collection and identifies records requiring preservation.
• Participates in appraisal deliberations on the value of incoming records and current holdings.
• Provides direction and advice to customers on routine records management programs, policies and procedures where the answers can be found in record retention schedules, the website, published advice, or has been given before.

• Performs accounting tasks to support research services.
• Compiles statistics and reports on reference services, acquisitions and special projects.
• Assists with the orientation of students, interns and volunteers and provides direction and guidance on their work.
• Participates in the development of policies and procedures, particularly those related to accessing the collection.
• Conducts tours of the facility.
• Creates and coordinates special projects or initiatives which publicize the role and the holdings of the Archives.
• Seeks out speaking engagements 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.

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 completing land research; providing reference and research services in records, archives or special collections; or responding to public records requests 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

• Experience providing archival reference services.
• Experience using cataloging, archives, or records management software.
• Experience with electronic records.
• Familiarity with digital imaging software and tools.
• Experience arranging and describing archival records.
• Experience using standard office software applications such as Microsoft Office Suite.
• Knowledge of Pacific Northwest history and governmental organizations.
• Experience working independently, establishing work priorities and adapting to changing business needs, conditions and work responsibilities.
• 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.

Additional Information

• • 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