Program Specialist 4 (Records Management Program) - Olypmpia

Program Specialist 4 (Records Management Program)

Salary

$4,109.00 - $5,385.00 Monthly

Location

Thurston County – Olympia, WA

Job Type

Full Time - Permanent

Department

Office of the Secretary of State

Job Number

17 AR PS4 0150

Closing

Continuous

• Description
• Benefits
• Questions

Description

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 with the initial review of applicants beginning on June 1, 2017. The hiring authority reserves the right to make a hiring decision at any time following the initial review of applications on June 1, 2017.

Duties

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
• Qualifications:
  Required Qualifications:

• 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
  Preferred/Desired Qualifications:
• 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

Supplemental Information

HOW TO APPLY

• To be considered for this position you must attach a resume and a letter of interest describing how your experience and qualifications relate to the position description and the required and preferred/desired qualifications.
• 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, you will not receive credit.
• All veterans must include a copy of your DD214 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 race, color, national origin, creed, sex, sexual orientation, disability, familial status, marital status, and age. All interested candidates are encouraged to apply. Persons of disability needing assistance in the application process, or those needing this announcement in alternative format, should call (360) 704-5212.

Agency

State of Washington

Address

View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504.

Website

http://www.careers.wa.gov