Records/Grants Consultant

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 Records Consultant located in Olympia. The Records/Grants Consultant helps government agencies with the management and retention of their public records. As part of a statewide team, this position plays a critical role in providing advice, consultations, and training to help government agencies make the best use of the services provided by the Archives. The Records Consultant also assists with reviewing records retention schedules, supporting the State and Local Records Committees, and serves on Archives teams. 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. 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. 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. 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 consultation 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. Builds and maintains working relationships with internal and external customers. Promotes and facilitates the use of archives services by local and state government agencies. Supports and assists the administration of the local records grant program. Grant Administration Tasks include: Oversees the day-to-day operations of the Archives Local Records Grant program. Records and processes 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 takes 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 and one year of experience as a professional archivist and/or as a records management professional OR 7 years of professional, full-time experience managing information and records in government or highly regulated records management environment or interpreting, applying, and/or implementing 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 Experience with records retention schedules, particularly government. Prior experience in accounting, budgeting, grant management or closely related field. Supplemental Information Working Conditions In this position, the incumbent works in an office environment as well as records storage environment. 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 emergency situations. Occasional statewide travel will be required that requires overnight stays at other locations. 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. 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. 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 View email address on click.appcast.io. #J-18808-Ljbffr State of Washington