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.

We welcome applications from qualified candidates who are excited to join us in helping government agencies to better manage their records, including those destined for preservation and access at the Archives.

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.

Provides advice and consultation to government agencies

• 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 statewide 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…