Research Archivist

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 Research Archivist at the Central Regional Branch leads and oversees reference services to government agencies and the public, including providing access to an increasing number of digital records. This position also plays a critical role in the development of the collection and branch operations to ensure continuity of daily services. 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.

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

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. Duties 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 access Oversees 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.

Qualifications

Required Qualifications:

• Master’s degree involving archives and records management, history or related field AND 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 retrieval OR 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.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 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.

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, 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 (360) 999-9483.

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