Research Archivist

State of Washington • Kittitas County – Ellensburg, WA

1d • Onsite

About The Position

The Washington State Archives is hiring a full-time, permanent Research Archivist for its Central Regional Collection on the campus of Central Washington University in Ellensburg. The position independently performs professional archival research, reference, acquisitions, collection management, and records-management duties to make Washington State government archives available for reference and scholarship and to ensure their proper preservation. It leads reference services for government agencies and the public, including access to digital records, and supports collection development and continuity of branch operations. The position reports to the Managing Archivist for the Central Regional Collection.

The Research Archivist oversees research requests and access to archival materials; identifies, retrieves, and provides copies or scans of records; and applies applicable disclosure laws and collections policies. Collection responsibilities include appraising, accessioning, arranging, describing, cataloging, preserving, and providing intellectual control of analog and digital records, as well as coordinating records transfers with government agencies. The position also supports branch administration, trains and guides students, interns, and volunteers, and participates in outreach, tours, and special projects.

The work is performed in an office and temperature-cooled records storage environment. The role involves handling fragile, dusty, or moldy materials; moving records and volumes weighing up to 40 pounds; retrieving materials from heights of up to 10 feet using ladders or lifting devices; and driving state vehicles to transport records. Standard hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional work outside those hours, including evenings, weekends, and holidays, especially during emergencies. Local travel is required, with occasional statewide overnight travel and infrequent out-of-state travel for training or conferences.

Requirements

• Master’s degree involving archives and records management, history, or a related field, plus three years of professional archivist experience in activities such as appraising and selecting records, arranging and describing records, making records accessible, digitizing, managing digital records, or records management; OR nine years of professional full-time experience appraising, accessioning, cataloging, arranging, and preserving digital and analog archival records, improving access through standard descriptive metadata, and interpreting and applying records retention schedules.
• Ability to efficiently use a personal computer and applicable software to perform the essential job functions.
• Ability and willingness to work with moldy or dusty materials and in cramped or somewhat confining areas.
• Ability to handle fragile and photographic materials carefully and safely.
• Ability to sit or stand for long periods.
• Ability to move and maneuver records containers, oversized volumes, and flat documents weighing up to 40 pounds, and retrieve records as high as 10 feet using a ladder or other lifting device, with or without reasonable accommodation.
• Ability to drive state vehicles, including a van; a current Washington state driver’s license is required unless an appropriate accommodation has been requested and obtained.
• Ability to communicate effectively orally and in writing with customers, coworkers, business contacts, and government agencies, and represent the Office of the Secretary of State professionally.
• Ability to multitask while maintaining focus on complex issues for extended periods, work independently, establish priorities, and adapt to changing business needs and responsibilities.
• Ability to work with the public and handle financial transactions.
• Work authorization that does not require employer visa sponsorship now or in the future.

Nice To Haves

• 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 responsibilities.
• Academy of Certified Archivists certification and/or completion of the Society of American Archivists Digital Archives Specialist (DAS) or Arrangement & Description (A&D) Certificate Program.

Responsibilities

• Lead and oversee reference services for the public and government agencies, responding to a wide range of research requests and complex inquiries.
• Use catalogs, finding aids, inventories, and knowledge of government records to locate archival materials and guide researchers to additional resources.
• Retrieve and refile archival materials; provide copies or scans; and respond to requests within required timeframes.
• Document, file, and manage reference questions, research requests, and orders.
• Protect archival records and oversee the security of research spaces, publications, equipment, and digital access systems.
• Enforce collections-use policies and procedures, including proper handling, compliance, preservation, and public access practices.
• Review state and federal laws to determine whether records are exempt from disclosure and prepare redacted copies when needed.
• Assist with planning, implementing, and evaluating collection development.
• Perform collection management, including arrangement and description, accessioning, preservation storage, holdings audits, and records disposition.
• Apply retention schedules and archival appraisal practices to determine whether records should be accessioned or destroyed.
• Facilitate records transfers from client agencies by appraising records, advising on transfer preparation, and evaluating, correcting, or creating transmittals.
• Create or obtain descriptive information and perform metadata quality control to support intellectual control and access.
• Plan, implement, and review indexing projects; identify high-reference records for access reformatting projects.
• Apply preservation practices and monitor stack environmental conditions, reporting problems to the Managing Archivist.
• Build working relationships with government agencies to schedule records transfers and transport records using state vehicles, including a van.
• Advise customers on routine records-management programs, policies, and procedures using established guidance and resources.
• Back up the Managing Archivist to maintain continuity of daily operations during their absence.
• Coordinate with Central Washington University about facility matters, including security and mechanical and electrical systems, as directed.
• Assist in developing and implementing policies, procedures, and best-practice standards for collection access and preservation.
• Lead accounting tasks supporting research services; compile statistics and write briefs on reference services, acquisitions, and special projects.
• Train and onboard students, interns, and volunteers, and provide direction and guidance on their work.
• Design and conduct facility tours; contribute to branch goals, objectives, procedures, and process documentation.
• Create and coordinate projects that publicize the Archives’ role and holdings, and seek speaking opportunities at professional and target-audience events.
• Stay current with developments in the archives and records-management professions and perform other duties as assigned.

Benefits

• Potential eligibility for the federal Public Service Loan Forgiveness program.
• The Office of the Secretary of State states that it is committed to employee growth and work-life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level