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Library and Archival Professional 3 - Senior Records Consultant

Library and Archival Professional 3 - Senior Records Consultant
Salary: $47,532.00 - $64,008.00 Annually
Location: Thurston County Olympia, WA
Job Type: Full Time - Permanent
Department: Office of the Secretary of State (Washington State)
Job Number: 18 AR LAP3 0652
Closing: Continuous

To Apply and for Further Information:


Headed by the Washington Secretary of State, the Office of the Secretary of State (OSOS) is responsible for administering elections within the state, registering corporations and charities that do business within the state, collecting and preserving the records of governmental bodies within the state, and running the Washington State Library. The office also administers the Address Confidentiality Program, Legacy Washington and the Combined Fund Drive. For more information, visit our website at:

The Washington State Archives is looking for someone that is dedicated to preserving and making information available to customers of all kinds. If you have strong records management skills and want to be part of a dedicated team of top notch professionals that provide quality information services to eager customers throughout the state, then we look forward to hearing from you.

This position will report directly to the State Records Manager and will be responsible for providing advice, consultations, and developing and presenting training to government agencies on complex records management issues, developing and reviewing retention schedules, and developing online resources and tools.

Please note: 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.


Provides advice and consultation to government agencies
Answers complex questions from external customers relating to archives and records management issues
Conducts on-site consultations to provide advice and assistance to customers on complex 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
Represents the archives and provides advice to external project teams on archives and records management issues
Assists the State Records Manager in analyzing and reporting on new trends and technologies relating to archives and records management issues

Develops and reviews retention schedules
Develops and reviews records retention schedules for approval by state-wide policy making committees granting legal authorization to destroy or transfer public records
Creates records retention schedules that are clear, concise, and easy to follow
Develops meeting agendas, meeting packets, drafts minutes and gives public notice of meetings
Advises committee members on records retention issues and consultation efforts and feedback gathered during the review of the schedules
Researches and analyzes federal and state rules and regulations to ensure minimum retention periods meet legal and accountability requirements
Identifies and consults with subject matter experts and other stakeholders to ensure records retention schedules are accurate and responsive to the needs of government agencies and other stakeholders
Consults with other archivists in the identification and appraisal of records with enduring legal and research value for the archives' collections

Develops online resources/tools
Develops clear, concise, and easy to follow advice sheets, "how-to" videos, forms/templates, and other tools to assist government agencies with complex archives and records management issues
Researches legal issues, best practices and approaches taken in other jurisdictions
Monitors existing online resources to ensure they are up-to-date and relevant

Develops and presents training
Researches, develops, and presents in-person training and webinars to government agencies and other stakeholders on archives and records management topics
Organizes presentation arrangements such as booking venues, organizing catering, registrations, and printing of handouts
Provides backup support to archives' research services
Other duties as assigned

Required Qualifications:
Master's degree involving a major study in archives and records management, history or related field with coursework related to archives and records management principles
Three years of experience in the functional operations of an archives and/or records management program
Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position
Current Washington state driver's license or have requested and obtained an appropriate accommodation
Preferred/Desired Qualifications:
Experience managing electronic records, including knowledge of social media and other emerging technology
Experience speaking in-front of small or large groups
Experience designing, teaching, and implementing presentations and instructional programs with an emphasis on adult learning styles
Demonstrated ability to pay attention to details
Certification by the Institute of Certified Records Managers

Supplemental Information

Working Conditions
In this position, the incumbent works primarily in an office setting which will require the ability to sit and/or stand for extended periods of time. The standard work hours are Monday-Friday from 8:00 AM to 5:00 PM with the ability to work irregular hours and weekends as needed to support business activities. Occasional statewide travel may be required which may require overnight stays. The incumbent in this position must be able to represent the Office of the Secretary of State in a competent, confident, and professional manner, including professional dress, and be able to communicate information both verbally and in writing primarily with other state agencies, local governmental agencies, and internal stakeholders.

Salary commensurate with qualifications and experience. Full benefit package includes health, dental, life and long-term disability insurance; paid vacation, sick and military leave, and deferred compensation plans; 11 paid holidays; and a public employees' retirement plan

How to Apply:
To be considered for this position you must attach the following:
o Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
o Current Resume
o 3 professional references
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.
This position is covered by a union shop provision with the Federation of State Employees (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.
The Office of the Secretary of State is an equal opportunity employer (EOE). We do not
discriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, or any real or perceived 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 call (360) 704-5212.

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