Headed by an elected state official, the Office of the Secretary of State is responsible for administering elections within the state, registering corporations and charities that do business within the state, collecting and preserving the records of governmental bodies within the state, and maintaining the Washington State Library. The office also administers the Address Confidentiality Program, the Legacy Program and the Combined Fund Drive. Visit our website at: www.sos.wa.gov.
This position fosters communication regarding the development and implementation of the records management program and serves as a liaison to state and local government agencies, advisory groups, and/or public and private organizations.
This position reports to the records management manager and is responsible for planning, developing, and conducting statewide program coordination for the records management program in the Division of Archives & Records Management.
This recruitment is open continuous. The hiring authority reserves the right to make a hiring decision at any time.
This recruitment may be used to fill multiple positions.
Archival records consultation and management
Provides direction, advice and consultative/technical assistance to customers on archives and records management programs, procedures, destruction/transfer of records, and interpretation of records retention polices, laws and rules
Responds to telephone and email queries from government agencies, outside organizations and special interest groups on the management of public records, particularly in implementing records retention schedules
Identifies, promotes and facilitates the use of other archives programs based on customer need
Assists the state records manager in analyzing and reporting new trends and technologies in the management, retention, destruction and transfer of public records by government agencies
Serves as subject matter experts and/or provides advice to external project teams on records management across the state
Serves as liaison for the Division of Archives & Records Management; maintaining working relationships between government agencies, outside organization, special interest groups, and other key stakeholders
Records retention schedules
Develops and reviews records retention schedules for approval by state-wide policy making committees granting legal authorization for state and local government agencies to destroy or transfer public records; Creates records retention schedules in language that is both clear and easy to understand and implement
Develops meeting agendas, meeting packets, drafts minutes, and gives public notice of meetings
Compiles and provides technical advice to committee members on records retention issues and consultation efforts/feedback gathered during the review of the schedules
Researches and analyzes federal and state laws, rules and regulations to ensure minimum retention periods meet legal and accountability requirements
Identifies and consults with subject matter experts and other stakeholders to ensure records retention schedules are accurate and responsive to the needs of the office and other stakeholders
Consults with archivists in the identification and appraisal of records with enduring legal and research value for the Archive’s collections
Makes improvements to the management of public records by state and local governments
Outreach and training
Prepares and delivers speeches, presentations, seminars and/or workshops to state and local government agencies, advisory groups, and/or public and private organizations on records management topics
Identifies needs and intended target audiences for presentations/training based on requests and queries from government agencies, stakeholders, and the records manager
Researches topics and develops presentations
Organizes presentation arrangements such as booking venues, organizing catering, registrations, printing of handouts, etc.
Research and guidance
Develops and delivers online resources on a wide range of records management topics to assist government agencies
Identifies the needs and target audiences for resources based on queries in consultation with the records manager
Researches legal issues, best practices and approaches taken in other jurisdictions relating to the topic
Compiles and develops concise advice on records management designed to assist state and local governments
Monitors existing online resources to ensure they are up-to-date and relevant
Other duties as assigned
Other duties as assigned
Four years of experience with electronic records management, archives, information technology, and consultation with a variety of public agencies, organizations, and levels of government
Required experience may be gained concurrently
Three years of full-time (40 hours per week) experience presenting technical information to non-technical audiences
Experience using Enterprise Content Management (ECM) systems and/or digital imaging software and tools
Bachelor’s degree involving major study in archives and records management, history, public administration, or related field with coursework related to archives and records management principles OR an equivalent combination of a higher education degree and archival work experience including electronic records management, analog-to-digital conversion and asset management, accessioning, disposition, arrangement and description
Certified Records Manager (CRM) certification from the Institute of Certified Records Managers (ICRM)
Special Requirements/Conditions of Employment
This position is covered by a union shop provision; therefore, as a condition of employment, the candidate appointed will be required to become a member of the Washington Federation of State Employees (WFSE)
Must pass a criminal history background check
Current Washington state driver’s license or have requested and obtained an appropriate accommodation