State Archives Job Board

Records/Grants Consultant (Library and Archival Professional 2)

Salary 

$4,216.00 - $5,268.00 Monthly

Location 

Thurston County – Olympia, WA

Job Type

Full Time - Permanent

Department

Washington Office of the Secretary of State – Washington State Archives

Job Number

22 AR LAP2 0872

Submit Applications at:

https://www.governmentjobs.com/careers/washington/jobs/3602096/records-grants-consultant?department[0]=Office%20of%20the%20Secretary%20of%20State&sort=PostingDate%7CDescending&pagetype=jobOpportunitiesJobs

Records/Grants Consultant (Library and Archival Professional 2)
Full time, permanent

This position supports the Archives mandates to gather, disseminate, and train agencies on all phases of records management practices, methods, procedures, and techniques for the efficient and economical storage and preservation of records. The position reports directly to the State Records Manager and provides advice, training, and consultations to government agencies, develops online educational resources, and assists with the development and review of retention schedules.

Please note: Interviews for this position will be conducted on an ongoing basis. First review of applicants will be July 05, 2022. 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.
 

Duties

Provides advice and consultations to government agencies
Tasks include:

• Answers routine questions from external customers relating to archives and records management issues with professional in-depth knowledge
• Independently conducts on-site consultations to provide advice and assistance to customers on routine archives and records management issues
• Develops clear, concise, and easy to follow advice sheets, "How-to" videos, forms/templates, and other tools to assist government agencies with routine archives and records management issues
• Develops and presents in-person training and webinars to government agencies and other stakeholders on archives and records management topics
• Recommends improvements and edits to records retention schedules to ensure users of all experience levels can understand them

Grant administration
Tasks include:

• Oversees the day-to-day operations of the Archives Local Records Grant program
• Records and process application submittals and reviews applications for completeness and uniformity prior to distributing to reviewers; records individual reviewer comments regarding application submittals; schedules group reviews; and take notes on group discussions
• Monitors and maintains contact with grantees to ensure the success of each grant, and that financial claims and required reports are submitted in a timely manner and that claims do not exceed the contracted level
• Conducts outreach to advertise local records grant program and travels to customer locations and state-wide conferences to provide orientation on the programs policies and procedures
• Assists in the development, establishment, and interpretation of policies, procedures and guidelines for the local records grant program
• Works with Office of the Secretary of State financial services and contracts staff to ensure that best practices and guidelines are followed to ensure positive feedback during any program audits
• Works with internal and external customers to ensure the proper development and capturing of statistics for use by the program and for reports to oversight bodies

Miscellaneous
Tasks include:

• Coordinates the activities and provides administrative support to the archives oversight committee
• Provides backup support to archives' research services
• Other duties as assigned

Qualifications

Required Qualifications:

• Master's degree involving archives and records management, history, or related field
• One year experience as a professional archivist
• Efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position

Preferred/Desired Qualifications:

• Prior experience with records retention schedules, particularly government
• Prior experience in accounting, budgeting, grant management or closely related field

Special Requirements/Conditions of Employment:

• Per Governor Inslee's Proclamation 21-14(Download PDF reader), employees at the Office of the Secretary of State must be fully vaccinated by their first day of employment. Your vaccine status will be verified by Human Resources prior to your first day of employment. Please contact the HR Consultant overseeing this recruitment if you need information on medical or religious accommodation at (360) 704-5211.
• This position is covered by a union shop provision of the Washington Federation of State Employees (WFSE)
• Must pass a Washington State Patrol background check
• Current Washington state driver's license or have requested and obtained an appropriate accommodation

Supplemental Information

Working Conditions
In this position, the incumbent works primarily in an office setting which may require sitting and/or standing 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 the customary hours to include evenings, weekends, and holidays as assigned. Occasional statewide travel will be required that requires overnight stays at other locations. 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.

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
• 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 or NGB-22/NGB-23 to receive preference in the hiring process. You must redact your social security number before attaching it to your application.

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.