Research Archivist

State of Washington; Ellensburg (WA); On-site; USD 66,000 - 73,000; Full time

Job summary

The Washington State Archives seeks a Research Archivist for its Central Regional Collection on the campus of Central Washington University in Ellensburg. The role includes leading reference services, managing access to archival materials, cataloging, preservation, and outreach, with duties reporting to the Central Regional Collection Managing Archivist.

Ideal candidates hold a Master’s in archives or related field and have professional archival experience; knowledge of Pacific Northwest history

Qualifications

• Master’s degree involving archives and records management, history or related field with three years of professional archivist experience, including duties such as appraising, arranging, and preserving records; or nine years of related professional experience may substitute for higher education.
• Experience providing archival reference services.
• Familiarity with cataloging, archives, or records management software.
• Knowledge of Pacific Northwest history and governmental organizations.

Responsibilities

• Leads and oversees branch reference services to the public and government agencies.
• Identifies appropriate records for research inquiries and complex requests.
• Interprets catalogs, finding aids, and inventories to locate archival records and guide researchers.
• Provides copies/scans and ensures timely responses to requests.
• Applies professional preservation practices and ensures security of records.
• Manages documentation of reference questions and orders.
• Mentors staff, interns, and volunteers in advanced archival research techniques.
• Ensures compliance with collections policies and long-term preservation.

Skills

Archival reference services

Cataloging basics

Digital records handling

Public research assistance

Pacific Northwest history knowledge

Education

Master’s degree in archives/records management or related field

Three years professional archivist experience OR nine years substitute experience

Tools

Archives software (cataloging/records management)

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 Central Regional Collection located on the campus of Central Washington University in Ellensburg.

Research Archivist, Library and Archival Professional 3

Full time, Permanent

The expected starting salary range for this position is $66,072 – $72,900 annually depending on qualifications.

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.

This position independently performs professional archives, research and acquisitions duties in support of the Washington State Archives’ mandate to make the archives of the State of Washington available for reference and scholarship and to ensure their proper preservation. Day-to-day duties include overseeing archival reference and research services, monitoring access to archival materials, records accessioning, cataloging, processing and preservation, assisting with management of the branch and occasional outreach opportunities. This position reports to the Managing Archivist for the Central Regional Collection.

The 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.

Archival Research

Tasks include:

• Leads and oversees the branch’s reference services to the public and government agencies.
• Independently applies advanced knowledge of government records and the Archives collection to identify appropriate records for responding to a wide range of research requests and complex inquiries.
• Consults and interprets collection catalogs, finding aids and inventories to locate archival records and provide guidance to researchers on additional resources.
• Retrieves and refiles archival materials; provides copies or scans of archival documents to researchers and ensures requests are responded to within the required timeframe
• Applies professional practices to protect records accessed in response to research requests.
• Leads documentation, filing and management of reference questions, research requests and orders.
• Serves as a back up in providing (or managing) senior level mentoring, training, and direction to staff, interns, students, and volunteers in advanced archival research techniques, specialized subject-matter research, and proper handling and preparation of archival materials.
• Monitors and ensures the security and physical protection of archival records, research spaces, publications, equipment, and digital access systems. Oversees adherence to collections use policies, procedures, and best practices for long-term preservation and public accessOversees and enforces collections policies and procedures, ensuring proper handling, compliance, and protection of archival materials.
• Reviews state and federal laws to determine whether records are exempt from disclosure to ensure that restricted materials are not made available; creates redacted copies as needed to fulfill requests.

Collection Management, Acquisitions and Records Management

Tasks include:

• Assists in the planning, implementing and evaluating of the development of collections.
• Independently performs collection management activities including archival arrangement and description, records accessioning and preservation storage, audits of holdings, and records disposition following guidelines and manuals.
• 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.
• Facilitates the transfer of records from client agencies including appraising records; consulting on the preparation of records for transfer; and evaluating, correcting, or creating transmittals.
• Attains or creates proper descriptive information for archival records and performs quality control of metadata to ensure intellectual control of the collections and the availability of records.
• Plans, implements and checks indexing projects to improve discovery of the collections.
• Identifies high reference records for access reformatting projects to ensure proper preservation.
• Applies professional preservation tools to ensure the long-term lifespan of archival records.
• Monitors environmental conditions in the stacks and reports problems to the Managing Archivist.
• Builds and maintains effective working relationships with government agencies to schedule the transfer of records and utilizes state vehicles, including a van, to transport records.
• 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.

Administrative Activities and Outreach

Tasks include:

• Serves as backup to the Managing Archivist ensuring continuity of daily operations during their absence.
• Consults and communicates with Central Washington University about the facility, including security, mechanical and electrical systems as directed.
• Assists in the development and implementation of policies, procedures, and standards of best practice to support access and preservation of the collection.
• Leads accounting tasks to support research services.
• Compiles statistics and writes briefs on reference services, acquisitions and special projects.
• Trains and onboards students, interns and volunteers and provides direction and guidance on their work.
• Designs and conducts tours of the facility.
• Participates in the development of branch goals, objectives, procedures and documentation of processes.
• 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.

Miscellaneous

Tasks include:

• 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 fieldAND three (3) years experience as a professional archivist including duties such as appraising and selecting records, arranging and describing records, making records accessible, digitizing, managing digital records, or records management activities such as establishing retention schedules, organizing and classifying records and ensuring accessibility and retrievalOR nine (9) 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.
• Able to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position

Preferred / Desired Qualifications

• 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.

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.

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. Ability to drive state vehicles, including a van, to pick up records throughout the region. 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.

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, race, 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 this announcement in alternative format, should call [phone].