Jobs in the Northwest

Application Deadline: 10/29/2024

Agency: Oregon Secretary of State

LOCATION: Salem, OR

In-state hybrid remote work is available for this position with supervisor approval.

 

SALARY:

$5,323 - $8,170/per month Non-PERS Rate

$5,643 - $8,660/per month PERS Rate

For full description and to apply: https://oregon.wd5.myworkdayjobs.com/SOR_External_Career_Site/job/Salem--SOS--Archives/Reference-and-Digital-Access-Archivist--Archivist-1-_REQ-166735-1

WHAT YOU WILL DO:

This position engages with the public and government employees to provide access to the historically significant records within the collection of the Oregon State Archives (OSA). This position supports preservation and access through the digitization of records in all formats. This position contributes to the lifecycle management of electronic and born digital records. This is accomplished in part by, but not limited to:   

• Providing outstanding service and guidance to researchers by phone, email, or in person by determining the scope of inquiry and identifying resources available at the Oregon State Archives, Oregon state agencies, or other repositories.  

• Educating researchers on OSA’s policies regarding access and the availability of records, including use of finding aids, bibliographic resources, and the agency’s electronic records access system (ORMS). 

• Providing instruction on the use of equipment for purposes of access, reproduction, and migration. 

• Identifying and digitizing analog records in accordance with unit rubrics. Contributing to the development of rubrics.  

• Filing digitized and born-digital content into OSA’s content management system and maintaining metadata in accordance with archival standards.

• Updating policies, procedures, and workflows relating to electronic records management.

• Contributing to the success of OSA’s intern and volunteer program by collaborating with colleagues to design opportunities and oversee interns and volunteers. 

• Remaining current on best practices and trends relating to reference, preservation, digitization, metadata, and electronic records.

• Creating an inclusive and welcoming environment for all users of the archives as well as for colleagues.  

• Serving as a representative of the OSA on national/statewide working groups, committees, and task forces. 

For explicit duties, please request a copy of the position description from HR.SOS@SOS.oregon.gov.

TO QUALIFY:

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed.  We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background.  We would encourage you to apply, even if you don't meet every one of our desired qualifications listed. 

Your application must demonstrate education and/or experience in the following:

• Possess a Certified Archivist (CA) Certification  

OR 

• Bachelor’s degree or higher that includes 30 semester hours or 45 quarter hours of courses in archival science, history, political science,  government, library science,  American civilization, economics, public administration, or records administration* 

 AND 

• Two years of professional experience** 

  

*You must submit a copy of all transcripts no later than time of interview to receive credit for college degrees or coursework. Credits must be from an accredited college or university.  Transcripts must include name, coursework and indicate that a degree was obtained.  On-line transcripts are acceptable. 

** Professional experience must have been in archival sciences, or in a directly related field of work such as history that involved the collection, appraisal, analysis, or synthesis of information having historical or archival values.  The following are illustrative of kinds of experience that may be accepted as meeting the professional experience requirements: (1) experience as an archivist in Federal, state, religious institution, business, or other archives, or in manuscript depositories, and (2) experience of an archival nature that involved research in archival science, or in a directly related field such as history, government, economics, political science, international relations, or international law. 

As the most competitive candidate, your application will demonstrate the following requested skills and experience: 

• Providing reference services to internal and/or external users. 

• Coursework or experience related to the preservation and management of electronic records. 

• Demonstrated knowledge of overseeing and completing a work-related project. 

If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.

See full post HERE 

Location = Moscow, ID

Level of FTE = 1.0 FTE

Temporary, Term, or Permanent = Permanent

Salary Range = $16.93 per hour or higher depending on experience

Job Description = This position reports to the Head of Special Collections and Archives and assists with processing university and manuscript collections, including accessioning, arrangement and description, and preservation of materials in all formats. The focus of the position is to expand access to archival collections by encoding finding aids using Encoded Archival Description (EAD) for contribution to the Archives West consortium and by contributing to the library’s historical blog,Idaho Harvester

. This position supports outreach by creating online exhibits and digital collections as well as assisting with the creation and installation of physical displays in and outside of the library. Providing patron reference service, including assisting with orders and inquiries, is an important component of the position. Other duties may be assigned as needed.

Job Requirements = Experience working with library catalogs or information databases, Experience working independently and as part of a team, Experience providing customer service in a public facing role

Level of Education = High school diploma required, bachelor’s degree preferred

Level of Experience = Some experience in archives or library setting, unpaid is ok

Point of Contact for Application and Name of Supervisor = Dulce Kersting-Lark,

dulce@uidaho.edu

Link to full posting: https://uidaho.peopleadmin.com/postings/45864

See full post and apply HERE

City of Portland Office of the Auditor is seeking applicants for an Archives and Records Management Assistant 
 
Job Appointment: Part time, Limited duration
Salary: $18.00 per hour
Duration and benefits: This position is considered a limited duration, casual appointment. Hours may not exceed 1400 within the calendar year and must terminate after two years. This position receives no benefits outside of Sick Time, as defined by City Administrative Rule ARA 3.03: https://www.portland.gov/policies/adopted-rules-auditors-office/human-resources-adopted-rules-auditors-office/ara-303 
 
Opening Date: 10/07/2024 
Closing Date: 10/21/2024
(Recruitment subject to close before the listed closing date if 100 applications are received)

THE POSITION:
The City Auditor’s Office is seeking motivated, detail-oriented individuals who can work both independently and with a team to help preserve and provide access to historic city records.

This position reports directly to the Archives’ Collection Manager. The Archives and Records Management Assistant will gain experience in a variety of duties including preserving and cataloging historic records, creating archival quality scans for online access, and assisting the reference team who work to provide public records access to researchers. Additionally, this position may support archivists involved in outreach activities with that connect local history with the community.

• Responsibilities of the Archives and Records Management Assistant include: 
• Welcoming customers and explaining research room policies;
• Record retrieval and reshelving services;
• Arrangement, description, and basic preservation of historical city records in preparation for public access in the City Archives research room;
• Digitization of historical city records for remote public access;
• Assisting with outreach programing, such as staffing events or research for exhibitions;
• Attending staff meetings as available.

As the sixth elected official in the City of Portland, the Auditor is independent of City Council and accountable only to the public. The Auditor’s Office promotes open and accountable government by providing impartial reviews and investigations, access to public information, and services for City government and the public. It employs nearly 50 staff members working in seven divisions, one of which is Archives and Records Management.

Successful candidates will have:

• Excellent organization, communication, and analytic skills;
• Data entry skills and a familiarity with Windows operating systems and common applications such as those included in Microsoft Office;
• Ability to take direction, follow procedures, and to work independently;
• Applicants are required to pass a criminal background check before employment can begin;
• An interest in archives, information management, library science, history, or public administration.
• Experience or interest in customer service.

The Auditor’s Office values a diverse workforce and a culture of equity and inclusion in delivering public services and everyday interactions in the workplace. The Office encourages candidates with experience working with a broad range of individuals and diverse communities to apply.
 
WORK SCHEDULE: 

• Office hours: 8:00 a.m. to 4:30 p.m. Tuesday - Thursday.  
• The Research Room is open Tuesday/Thursday 12:00 p.m.-4:00 pm and Wednesday 9:00 a.m. – 1:00 p.m.  

• Work schedules are based around the hours the Research Room is open and may require some flexibility regarding days and times. 
• The number of work hours per week is negotiable but will not exceed 24 hours. 

INTERVIEW ACCOMMODATIONS:
All candidates in consideration for any role can request accommodations throughout the application and scheduling process. If selected for an interview, you will be presented with the option to request a reasonable accommodation. A reasonable accommodation includes any adjustment or change to the application or hiring process, the way the job is done or to the work environment that allows a person with a disability to perform the essential functions of that job and enjoy equal employment opportunities.
 
Examples of reasonable accommodations during the interview process include (but are not limited to):

• Breaks during the interview
• Sign language interpreter
• Closed captioning turned on during virtual interviews
• If feasible, the option of an in-person vs virtual interview
• Interview questions printed out for the interview, or posted on screen if virtual

To Qualify

TO APPLY:
Submit two documents:

(1) A resume
List professional and relevant volunteer experience; education and training; and the time periods for each. If you speak more than one language or have specialized skills, please list them.

(2) Responses to Supplemental Questions
Describe how you meet the following minimum qualifications, which are required to be successful in this position. Where possible, connect items in your resume and provide examples to demonstrate how you meet these qualifications. Your application will be deemed incomplete and ineligible to move forward if these questions are left unanswered.

Question 1: Tell us about your ability to review details and reconcile errors. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 2: Tell us about your ability to work independently, exercise judgment, and problem solve. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

Question 3: Tell us about your experience: as a member of a historically underrepresented group participating in government decision-making; ensuring equitable operations or program outcomes; making workplaces and/or public spaces more inclusive; or exposure to racial inequities and actions you took to help resolve them. If your experiences are different from those listed and you have a commitment to diversity, equity, and inclusion, please explain how you will manifest that commitment in this position. (Connect items in your resume to demonstrate how you meet this qualification, when possible).

The Recruitment Process

Applicants must submit their resume and responses to supplemental questions through the City of Portland's online application system no later than 11:59 p.m. on the closing date. Emailed, mailed, or faxed applications will not be accepted. Your application materials should not exceed a total of five pages. Please do not include materials not requested.
 
Recruitment Timeline (subject to change)
Application period: 10/07/24 – 10/21/24
Applications reviewed: Week of 10/21/24
Interviewed: Week of 11/4/24

Additional Information

Work status: Non-citizen applicants must be authorized to work in the United States at the time of application.

Work location: The position is based in the Portland Archives and Records Center, 1800 SW 6th Ave.

See full post, and apply HERE

Salary: $19.63 Hourly

Location: Snohomish County, WA

Job Type: Temporary

Job Number: 2024-02136

Department: Information Services

Division: INF-MANDATED

Opening Date: 09/30/2024

Closing Date: 10/9/2024 11:59 PM Pacific

Description

We are currently recruiting a temporary position (not to exceed 1040 hours) within our Snohomish County IT Enterprise Data Management division to assist the Records Center team providing daily records management services to all County departments and locations. The work is conducted predominantly in a warehouse environment with no opportunity for remote work.

*We are currently recruiting for one (1) full time-temporary position and creating an eligibility list. The eligibility list will be valid for 6 months from the closing date of this post.

Job Duties

STATEMENT OF ESSENTIAL JOB DUTIES

1. Delivers records and materials to requesting departments/individuals and picks up from clients; files, records, blueprints being returned to the Records Center.
2. Locates records and material requested by client departments, perform checkout procedure.
3. Assists in reference, retrieving, and disposal of records; assists with historical records searches, preparation and transfer to the Washington State Archives in Olympia and Bellingham.
4. Assists in the removal and destruction of county records.
5. Assists client departments and the public in person, by e-mail, fax or over the phone by answering file retrieval requests; locates, retrieves, and de­livers requested county records.
6. Assists in the entry of county record data manually or on a computer.
7. Assists in preparation of documents to be filmed.

Minimum Qualifications

Six (6) months experience in records management, warehouse operations, general office support; OR, any equivalent combination of education or experience that provides the required knowledge and abilities.  Must pass job related tests.
 
SPECIAL REQUIREMENTS
 
A valid Washington State Driver's License is required for employment. 
 
Candidates for employment must successfully pass a criminal background investigation, which includes fingerprinting.
 
Job offers may be contingent upon satisfactory results of a post offer medical examination or inquiry.

Additional Information

KNOWLEDGE AND ABILITIES
 
Knowledge of:

• basic office practices and procedures; computer usage and various software packages related to word processing, spreadsheets and databases;
• basic math and spelling.

 
Ability to:

• communicate effectively in writing or orally;
• provide effective customer service;
• form effective interpersonal relationships with a diversity of others;
• handle confidential data with discretion;
• work effectively as a team member.

 
PHYSICAL REQUIREMENTS
 
Positions in this class typically require standing for 30+ minutes at a time; daily lifting, moving, or carrying of objects up to fifty (50) pounds; daily crouching, crawling, bending, kneeling, climbing, reaching or balancing; daily operation of a motor vehicle on public roads; and weekly focus on a computer screen for 2+ hours at a time..
 
SUPERVISION
 
The employee reports to Records Management Supervisor.
 
WORKING CONDITIONS
 
Work is typically performed in the usual office environment.

Olympia, Washington

 

Library & Archival Professional 3

(Working title: Archivist and Digital Scholarship Manager)

 

For complete details and to learn how to apply for this position visit: https://evergreen.edu/employment/

 

Position Purpose

Manage the College’s Archives and Special Collections to provide faculty, students, staff, and community members access to locally produced content. Promote digital scholarly communications, and undergraduate and graduate research using primary materials. Manage digital preservation and access of locally produced content, including media, graduate theses, and faculty publications. Serve as the college’s Records Retention Officer by providing training, consultation, and support; coordinate with the Washington State Archives and Records Center to schedule storage, retrieval, and destruction of Evergreen records. In collaboration with the College Art Advisory Committee, help to manage the college’s art collection and conserve art owned by and on loan to the college.

 

This is a full-time, overtime eligible position on the Olympia campus of The Evergreen State College.

 

Salary and Benefits: $4,787 – $6,448 per month of full-time work + excellent benefits including paid sick and vacation leave; paid campus holidays; a generous medical, dental, life, and disability insurance package; and a tuition waiver program.

 

Closes: October 14, 2024

All requested application materials must be submitted by the deadline in order to be considered.

 

About the College

The Evergreen State College is a progressive, public liberal arts and sciences college located in Olympia, Washington, in the beautiful Pacific Northwest. Since opening its doors in 1971, Evergreen has established a national reputation for leadership in developing innovative interdisciplinary, collaborative and team-taught academic programs. The college has a vibrant undergraduate program, graduate programs, and public service centers that constitute a unique academic setting. The college values a student-centered learning environment, a link between theory and practice, and a multicultural community of diverse faculty, students and staff working together. For more information about Evergreen, please visit our college catalog or our website: http://www.evergreen.edu

 

Application Process

For details on the application requirements and process visit: https://evergreen.edu/employment/

 

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, genetic information, disability, or status as a protected veteran.  For more information regarding Evergreen’s non-discrimination policies or to report discrimination, please visit the Affirmative Action and Equal Opportunity webpage at https://www.evergreen.edu/equalopportunityor contact the Affirmative Action and Equal Opportunity Officer at (360) 867-5371, Room 3102 Library Building, 2700 Evergreen Parkway NW, Olympia, WA 98505.

See Full Post HERE

JOB SUMMARY

Your job in the organization is to . . .

Provide leadership and direction to the employees, volunteers, and board members, develop resources to support the Mt. Hood Cultural Center and Museum (MHCCM) and its mission, and manage business administration and day-to-day operations. You will supervise the museum staff and report to the museum Board of Directors.

Your job also involves . . .

Marketing, collection curation and programs, and volunteer recruitment and support.

Compensation: $50,000-$60,000. The pay range for this position is annually based on a full time schedule. Actual compensation will be determined based on prior experience, skills, training, certifications, and education.

Benefits: 10 days paid personal leave annually. National Holidays off. Medical insurance to be negotiated.

MINIMUM QUALIFICATIONS

Indicate the MINIMUM educational level required and the number of years of relevant experience required to perform the duties of the position.

Minimum Education Level

• 3 - Bachelors (if specific fields, list below)
• • Specifics: History, business administration, nonprofits, or related fields:

Minimum Experience Level

• Two- Three years (if in specific skills/fields, list below)
• • Specifics: Fundraising, non-profit organizations, volunteer and employee leadership and supervision. Experience in museum or historical society preferred.

Substitution Note: If a certain amount of experience can be substituted for educational requirements, indicate so here. Any combination of education and experience that would demonstrate the knowledge, skills, and abilities required for the position.

Driver’s License

• Driver’s License required

Desirable Qualifications: Indicate any desirable qualifications ONLY if they are to be included in screening and hiring decisions.

Experience in museum or historical society preferred; grant-writing and/or fundraising experience preferred

KNOWLEDGE, SKILLS AND/OR ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The required knowledge, skills and/or abilities are listed below:

Comprehensive and Demonstrated Knowledge of:

• Fundraising and solicitation practices
• Financial management, including budget preparation, cash flow management, and analysis of financial reports
• Museum and/or historical center operations, standards, and practices
• Major gift and annual giving fundraising practices
• Prospect cultivation and volunteer recruitment

Demonstrated Skills and Abilities:

• Management and leadership skills in non-profit, primarily volunteer-run organizations
• Ability to develop new revenue sources through successful fundraising and marketing strategies, including with social media.
• Experience in non-profit administration and/or working with a Board of Directors
• Use of databases for membership, collections, and analysis, preferred experience with Past Perfect, G-Suite, Microsoft Suite, and/or CRM databases.
• Excellent verbal and written communication skills
• Strong planning and organizational skills
• Experience in staff management, motivation, and development
• Working effectively and diplomatically with a variety of publics, including donors, members, visitors, volunteers, Board of Directors, community organizations, government agencies, and other partners.
• Self-starter and self-motivator, able to work independently and collaboratively with others.
• Grant-writing and fundraising experience

To Apply: Please submit the requested information with a cover letter, your resume, and references. Send information to: info@mthoodmuseum.org and include Executive Director Position in the subject line. This position will remain open until filled.

Special Collections Public Services Specialist
University of Washington Libraries

Req #:   237149
Department:     UNIVERSITY LIBRARIES
Job Location:    Seattle Campus
Posting Date:    07/31/2024
Closing Info:     Closes On   08/21/2024
Salary:                $3,749 - $5,010 per month
Union Position: Yes

Under the general supervision of the Director of Special Collections, the Public Services Specialist is responsible for providing and fostering consistently excellent public service to Special Collections’ users and researchers, drawing upon specialized experience with and knowledge of library collections and processes. The incumbent staffs the Special Collections Reading Room, provides reference service in-person and by telephone and email, follows up on complex reference questions, assists in training student assistants, public services students and staff, and assists public services staff in the management of the Reading Room.
Regular hours are Monday-Friday, including one evening a week. Occasional weekend shifts may be required. 

For full details: https://uwhires.admin.washington.edu/ENG/candidates/default.cfm?szCategory=jobprofile&jobhistory=1&szOrderID=237149

See full post HERE

Salary: $4,072.00 - $5,479.00 Monthly

Location: Spokane County – Cheney, WA

Job Type: Project (limited duration)

Job Number: 24 AR LAP2 PA025 (Project)

Department: Office of the Secretary of State

Division: Archives

Opening Date: 06/20/2024

Closing Date: Continuous

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; connecting Washingtonians through the power of libraries; protecting our important government records; and registering corporations and charities. 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 in the Olympia area and 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.

The Washington State Archives preserves and provides the people of Washington with easy access to millions of legal and historical records of our state and local governments. Washington's Digital Archives is the first of its kind in the nation and accessible worldwide via the web.

Citizens depend on the Archives to research genealogy, state and city history, property transfers, legislative intent, court records, and academic projects. Archives branches are on the Capital Campus in Olympia and college campuses around the state.

Library and Archival Professional 2 (Project) Full time, Project

This position supports the mandate of Substitute SB 6125 which stipulates that the Washington State Archives and the Department of Social and Health Services (DSHS) shall work with the University of Washington (UW) Institute on Human Development and Disability, to the extent allowable under federal and state privacy law, to create a collections management and preservation plan that details how the a set of records and artifacts located at Lakeland Village, an institution of the DSHS Developmental Disabilities Administration, will be catalogued and preserved for the purpose of sharing this important history with all Washingtonians. This position reports to the Library & Archival Professional Manager. This project is scheduled through 12/31/2025.

Duties

Create a Lakeland Village Records Collection Management and Preservation Plan

Tasks include:

• Creates a records inventory and plan for identified material at Lakeland Village by coordinating with DSHS-DDA, and other agencies as identified.
• Attributes appropriate retention schedules and retention periods for the records. Provides a disposition description under current state and federal rules and laws, as well as professional best practices.
• Assesses the material for potential preservation concerns and notes possible reparation activities.
• Identifies potential appropriate repositories for records and non-record material found in the collection.
• Procures estimates and quotes for the digitization of the collection and transfer to microfilm.
• Generates a suggested timeline and overall budget for the project.
• Works with staff to create any funding requests needed as a result of the plan.

Acquisition and Collection Management

Tasks include:

• Utilizes the Acquisition Archivist Desk Manual, and other guidance, to process incoming acquisitions.
• Performs arrangement, description, and weeding projects on archival records.
• Applies professional preservation tools to ensure the long-term lifespan of archival records.
• Utilizes box trucks and other office vehicles to pick up records and transfer records between storage areas to ensure the most efficient use of storage space.
• Maintains logs, and other documentation, that records the destruction of records not selected for acquisition.
• Creates and or attains proper descriptive information for archival records to ensure intellectual control of the collections and records availability.

Qualifications

• Required Qualifications:
• Master's degree involving archives and records management, history or related field
• One year of experience as a professional archivist
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position
• Preferred/Desired Qualifications:
• Ability to maintain discretion and respect for confidentiality
• Experience using retention schedules
• Collection management experience, including appraisal of records

How to Apply

• To be considered for this position you must attach the following:
• Letter of interest describing how your experience and qualifications relate to the duties and qualifications of the position
• Current Resume
• 3 professional references
• 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 and/or you do not identify an employer, you will not receive credit.
• All veterans must include a copy of your DD214 to receive preference in the hiring process. You must black out your social security number before attaching it to your application.
• 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.

For full post click HERE

Salary range is $60k to $140k, with a midpoint of $95k.  New hires typically receive between minimum and midpoint, however, we may go slightly higher based on experience, internal equity and market.  

Sound Transit also offers a competitive benefits package with a wide range of offerings, including:

• Health Benefits: We offer two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage; comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
• Long-Term Disability and Life Insurance.
• Employee Assistance Program.
• Retirement Plans: 401a – 10% of employee contribution with a 12% match by Sound Transit; 457b – up to IRS maximum (employee only contribution).
• Paid Time Off: Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service. Employees at the director level and up accrue additional days. We also observe 12 paid holidays and provide up to 2 paid floating holidays and up to 2 paid volunteer days per year.
• Parental Leave: 12-16 weeks of parental leave for new parents.
• Pet Insurance discount.
• ORCA Card: All full-time employees will receive an ORCA card at no cost.
• Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
• Inclusive Reproductive Health Support Services.
• Compensation Practices: We offer competitive salaries based on market rates and internal equity. In addition to compensation and benefits, you’ll find that we provide work-life balance, opportunities for professional development and recognition from your colleagues.

 

GENERAL PURPOSE: 

The Program Manager manages programs of work related to the development and implementation of the agency’s records and information management initiatives. Under limited direction and working with a team, develops and implements systems, services, and processes to secure official agency records and ensure actions for short term, long term, and permanent retention, disposition, and access. Develops and coordinates periodic program compliance reviews and devises strategies to maximize business effectiveness and legal compliance.

ESSENTIAL FUNCTIONS:

The following duties are a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Plans, leads, and assesses program activities to implement the records management strategy and roadmap; develops project charters, scopes, and plans evaluation framework.
• Drives program strategy by prioritizing projects and activities based on agency alignment and resource capacity.
• Aligns agency records management to a future enterprise information management strategy.
• Builds, maintains, and supports collaborative relationships with related agency functions to understand interconnections and dependencies, and influence alignment of strategic priorities.
• Partners with team members, IT, and inter-department customers to define records management requirements and solutions for systems containing electronic records.
• Leads and facilitates cross-functional project teams based on project requirements; prioritizes tasks for resources; tracks and reports project deadlines, time, tasks, completions, milestones, and allocation of resources; leads risk mitigation and management; leads problem resolution as issues arise, taking an active role in resolving blocking issues.
• Provides review, oversight, and subject matter expertise of agency systems and structures, e.g., IT initiatives, policies and procedures, risk management, etc., to embed records management considerations.
• Plans, coordinates, and oversees outreach activities including presentations, exhibits, newsletters, and other appropriate communication methods to provide educational services to ST staff and the public.
• Monitors and evaluates the efficiency and effectiveness of systems, processes, and facilities related to the operation of records management services and procedures; recommends appropriate service models and resources to maximize business effectiveness and legal compliance.
• Participates in the development and administration of contracts for goods or services with vendors.
• Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
• Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.
• It is the responsibility of all employees to follow the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
• It is the responsibility of all employees to integrate sustainability into everyday business practices.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:

Education and Experience: Bachelor’s degree in Library Science, Archival Science, Business Administration, Public Administration or closely related field; Four years of experience in program support and project delivery with records management or enterprise content management projects to include exposure in content management, document management or information architecture; Or an equivalent combination of education and experience.

Preferred Licenses or Certifications:  

• ARMA or AIIM certification.

Required Knowledge and Skills:

• Specialized records management requirements pertaining to public records including procedures and legal requirements necessary to maintain, archive, preserve, and protect public records.
• Principles, practices, and procedures of automated and manual information management, retrieval, and storage.
• Excellent at building relationships with business partners, stakeholders, and customers, and responding to agency business needs.
• Proactive project management to meet multiple project/program goals in a fast-paced environment with changing priorities and deadlines.
• Translating project/program requirements into project objectives and tasks, managing task assignment to project resources and reporting on and managing project scope throughout the lifecycle.
• Understanding, interpreting, and communicating end user requirements.
• Interpreting and administering records management and related policies and guidelines sufficient to administer, discuss, resolve, and explain them to staff and other constituencies.
• Developing and operationalizing services to support compliant recordkeeping practices.
• Demonstrating strong interpersonal techniques and a consistent commitment and ability to work with diverse work groups and individuals.
• Principles of customer service.
• Office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, and statistical databases. Proficient in MS Office products: Excel, Word, Visio, PowerPoint.
• Responding to inquiries and in effective oral and written communication.
• Utilizing personal computer software programs affecting assigned work.

Preferred Knowledge and Skills:

• Program/project management techniques and principles.
• Implementing enterprise-wide information management solutions for document and/or records management.
• Document and records management systems in general and familiarity with Microsoft 365 including Compliance Center, label policies, content types, and managed metadata.
• Administering SharePoint and/or other enterprise content management tools.
• Pertinent federal, state, and local laws, codes, and regulations including Washington State public disclosure laws.

Physical Demands / Work Environment:  

• Work is performed in a hybrid office environment.
• This position is responsible for managing paper records that are inactive, which involves the processing, retrieval, and sending of boxes of paper records to agency offsite storage facility; may be subject to bending, grasping, pushing, pulling, and carrying and lifting of objects up to 25 pounds. 
• The Agency promotes a safe and healthy work environment and provides appropriate safety and equipment training for all personnel as required. 

SCUA is delighted to offer a paid student internship beginning in Fall Term 2024. Applications are currently open and close on May 27, 2024 at 11:59 p.m. PDT. Questions can be directed to Alexa Goff (agoff@uoregon.edu).

Internship Summary 

The Thomas Intern for Digital Archives and Forensics will be involved with the full lifecycle of archival accessioning and processing, with a focus on migration, appraisal, and preservation of digital records that have enduring historical, institutional, or cultural value. 

Under the direction of Technical Services staff in Special Collections and University Archives, the Intern will receive training and experience in performing a range of archival work related to digital archives including data capture, integrity and fixity, inventory control, metadata standards, description, preservation, and provisioning for access. In addition to learning about the unique challenges of digital archives, the Intern will learn and utilize fundamental archival principles of appraisal, provenance and original order, authenticity, preservation and reliability, and legal issues related to copyright, privacy and access. The project will primarily include working with digital records, but the Intern may also perform some description and arrangement of analog archival materials, when closely related. 

The Intern will have a hands-on opportunity to learn and use digital forensics hardware and software (such as a FRED forensics workstation, Exterro FTK Forensic Toolkit, and BitCurator) to support data recovery and analysis of born-digital archival records, particularly material that is stored on portable data storage media that is vulnerable to digital decay and obsolescence.  

The Intern will receive training to support ongoing archival accessioning of digital records for new acquisitions and existing collections and regular duties will include:  

• Working with sensitive physical data storage carriers to migrate born-digital records; 
• Generating disk images; 
• Analyzing born-digital records for sensitive/confidential information, malicious content, and non-sustainable file formats; 
• Performing integrity checks and migrating bit-for-bit copies of born-digital records to the institution’s preservation storage (Preservica); 
• Creating and maintaining accurate inventory and storage information in the institution’s archival collection management database (ArchivesSpace); and, 
• Describing and arranging born-digital records for access and use by internal staff and the public. 

The Intern will be encouraged to present outcomes of their work to library faculty and staff, as well as in a publication or at a regional conference of archival professionals, which would be supported by a stipend if travel is required. 

Note, this internship is focused on the stewardship and long-term preservation of historical born-digital records in an archival repository, it will not address the related fields of e-discovery or cyber security. 

Required Qualifications 

• Current enrollment in an accredited educational institution for the duration of the internship 
• Completed or enrolled in at least one credit-bearing course in archival theory or digital archives; or, completed or enrolled in at least one credit-bearing course in a topic related to data preservation, digital libraries, or computer forensics 

Professional Competencies

• Committed to the care of historical materials and cultural heritage 
• Knowledge of or a willingness to learn about physical media used to store data, including formats no longer in widespread use (e.g., floppy disks, etc.) 
• Excellent interpersonal and communication skills, with the ability to work both independently and in groups 
• Ability to progress toward established goals in an environment with many competing priorities and projects 
• Strong computer skills and a willingness to learn new applications and programs  
• Strong attention to detail 

Preferred Qualifications 

• Current resident of Oregon 
• Current enrollment in an ALA-accredited graduate program for Library and Information Science or Archival Studies 
• Specific degree emphasis on archives management or strong interest in the archival profession 
• Specific degree emphasis or strong interest in digital archives, digital preservation, and/or digital forensics 

Physical Requirements* 

• Frequently twist/bend/stoop/squat, grasps lightly/fine manipulation, grasp forcefully, and sort/file paperwork or parts, reach/work above shoulders, and lift/carry/push/pull objects that weigh up to 10 pounds 
• Ability to lift 40-pound boxes and to push and maneuver fully loaded book trucks (push force up to 50 pounds) 
• Ability to work in temperature and humidity-controlled environments, with some exposure to dust 

Hours and Salary Range 

This internship is a paid, part-time, limited duration position with an average of 16 working hours per week. Pay is $17.25 hourly, with sick time. This position is not benefits eligible. 

Application Instructions

Applications must be submitted via Handshake. Please submit the following with your online application: 

• A cover letter addressing:
• Your applicable qualifications and competencies
• Statement of interest in the field of digital archives or digital forensics
• A resume or CV 
• A letter of recommendation from someone familiar with your academic and/or professional experience or interest in archives, libraries, museums, or data preservation 
•  Name and contact information for (1) other professional reference