Description
A division of the Secretary of State, 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 hiring an Acquisitions Archivist for the State and Southwest Regional Collections located on the Capitol Campus in Olympia:
The Acquisitions Archivist supports state and local 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 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.
Acquisitions Archivist - Library and Archival Professional 2 Full time, Permanent
This position independently performs professional archives and collection management duties in support of the Washington State Archives' mission to make the state’s archival records available for reference and scholarship, and to ensure their proper preservation. Day-to-day duties include determining the disposition of archival records, supporting state and local agencies in transferring archival records, records processing and preservation, and facilitating access to archival materials. This position reports to the Lead Acquisitions Archivist for the State and Southwest Collection.
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.
This position has an option of a 12 month in-training at the Library and Archival Professional 1 level and can be filled at either the LAP1 or LAP 2 level. The expected starting salary range for this position is $58,392 to $64,512 (LAP2) or $55,596 to $61, 332 (LAP1) annually depending on qualifications.Duties 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.
- Utilizes the State Archives’ Acquisition Archivist Desk Manual, and other local guidelines, to process incoming acquisitions.
- Performs 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 practices to ensure the long-term integrity of archival records.
- Coordinates with local and state government agencies to ensure the smooth transfer of records to the State Archives.
- Utilizes box trucks and other office vehicles to pick up and transfer records, as well as to move records between storage areas, ensuring the most efficient use of storage space.
- Maintains logs documenting incoming records, as well as the destruction of records not selected for acquisition.
- Creates original, and/or updates catalog entries in the Archives collection management software.
- Monitors the physical environment of the Archives to ensure proper conditions for the long-term storage of archival records.
- Manages use of archival storage space to optimize capacity.
- Performs projects to ensure physical inventory matches descriptive information.
- Using a variety of sources, searches the archives for records that are temporarily un-locatable.
Administrative Activities and Outreach
Tasks include:
- Compiles statistics and reports on acquisitions, reference services and special projects.
- Conducts tours of the facility.
- Assists with the workflow and assignments for students, interns and/or volunteers.
- 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.
Archival Research
Tasks include:
- Supports research services, occasionally providing direct research services, to the public, as well as state and local government agencies consulting manual and electronic collection catalogs to locate archival records.
- Retrieves records and 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 ensure adherence to collections use policies and procedures.
Miscellaneous
Tasks include:
- Stays up-to-date with current trends in the archives and records management profession.
- Other duties as assigned.
Qualifications
LAP2 - Pay Range 48 ($4,406 - $5,928)
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.
LAP1 - Pay Range 46 ($4,201 - $5,642)
Required Qualifications:
- Master’s degree involving archives and records management, history or related field OR 6 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.
Preferred/Desired Qualifications:
- 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.
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.Supplemental Information 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 30' in the air; ability to drive a 16' box truck for long and short distances throughout the state, with or without a reasonable accommodation. 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, 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
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.
- Candidates who are offered a job with OSOS must possess work authorization that does not require sponsorship by the employer for a visa now or in the future.
- OSOS complies with the employment eligibility verification requirements of the federal government eligibility verification I-9 form. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form.
- OSOS does not participate in the E-Verify program and therefore cannot support STEM OPT Extensions.
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. Benefits More than Just a Paycheck! Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.
We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.
Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time.
Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits.
Insurance Benefits Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.
Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts.
To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs.
Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses.
Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction.
The Washington State Employee Assistance Program promotes the health and well-being of employees.
Retirement and Deferred Compensation State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Social Security All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Public Service Loan Forgiveness If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Holidays Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year.
Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information.
Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday.
Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave.
Sick Leave Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave.
Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday.
Vacation (Annual Leave) Full-time employees accrue vacation leave at the rates specified in WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave.
Part-time employees accrue vacation leave hours in accordance with WAC 357-31-165(1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment.
Pay status includes hours worked, time on paid leave and paid holiday.
As provided in WAC 357-58-175, an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165.
Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave.
Military Leave Washington State supports members of the armed forces with 21 days paid military leave per year.
Bereavement Leave Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave.
Additional Leave Leave Sharing Parental Leave Family and Medical Leave Act (FMLA) Leave Without Pay
Please visit the State HR Website for more detailed information regarding benefits.
Updated 01-07-2026
