City Archivist

The City of Seattle is seeking a dynamic, innovative, and service-oriented individual to serve as the City Archivist (Manager-LEG). This is a Civil Service exempt, regular position in the Office of the City Clerk, a division of the Legislative Department. As City Archivist, you will manage the Seattle Municipal Archives and the Citywide Records Management programs, and the Information Services unit of the Office of the City Clerk – City-wide programs offering a rich resource of historical information on Seattle city government to the global public, and provide expert support of internal business functions and comprehensive records and information management services to City agencies. Additionally, you will work to improve archives and records management practices across municipal departments, develop training programs, and guide policy implementation. You will champion and spearhead initiatives for electronic records management and provide expert advice on archives and records management. The City Archivist role has general administrative responsibility for the development and implementation of these programs and the authority to recommend City-wide policies and rules related to the management and preservation of records. As a member of the Office of the City Clerk’s leadership team, you will report directly to the City Clerk and collaborate with management and leadership in the City Clerk's Office to carry out the vital historical information services function for City government and the citizens of Seattle. About the Seattle Municipal Archives (SMA), Citywide Records Management Program (CRMP), and Information Services The Archives and City Records Management units issue guidance and set policies for the City’s retention of records, general information management, and for the City’s historical records. It administers the City’s electronic records management and retention system and provides training and services to help City employees manage their records in accordance with Washington’s public records laws. Seattle Municipal Archives provides reference services to City employees and the public, and outreach and education to strengthen understanding of public records laws, access rights, and the importance of government and historical records to the City, the community, and individuals. The historical records collection is extensive and contains a variety of formats dating back to the 1870’s. The division also partners with community groups, heritage organizations, and individuals working on initiatives that connect local history with the community. The information Services team operates the Office of the City Clerk's Service Desk, manages Seattle's legislation, administers the City's domestic partnership registration program, receives and tracks mandatory City filings including consultant contracts, deeds, agreements, and reports; provides legislative research assistance; processes claim for damages. Responsibilities include post-passage legislative workflows, coordinating publication of passed legislation, and providing equitable access to City services both in-person and electronically. We are looking for a proactive, adaptive, and collaborative person who has the knowledge and vision to lead the City of Seattle as records management needs evolve. Successful candidates are passionate about public records and making information accessible to the community and are committed to serving and supporting all aspects of managing records throughout their lifecycle. Responsibilities Establish, implement, and maintain a strategic plan and governance framework for the City to effectively and efficiently manage public agency records, information, and data regardless of physical format or characteristics, including developing strategies to ensure the collection and long—term accessibility of public records in all formats. Provide management and leadership direction and oversee all core functions for the SMA and CRMP Programs. Manage, select, instruct, schedule, train, and evaluate the activities of assigned personnel. Assist with staff recruiting and make hire recommendations. Lead city-wide efforts for acquiring, maintaining, and stewarding city archival records. Prepare and monitor work plans and prepare annual reporting materials. Develop, review, and implement all policies and procedures specific to SMA and CRMP. Plan, coordinate, and oversee outreach activities including public programs, presentations, exhibits, newsletters, and other appropriate programs to provide educational services to the city and the general public. Engage with community groups, educational institutions, and other relevant organizations to ensure diversity and representation in archival records and preservation. Serve as an information and knowledge resource for City government; provide direct reference service to City Council. Conduct special projects with City departments, external consultants, agencies, and vendors, and establish high-level partnerships for sharing Seattle’s history. Assess potential records for intake and advise on electronic and born-digital records storage. Identify grant opportunities, write grant applications, and administer grant programs. Support programming for disaster preparedness. Determine the programs’ budgetary and purchasing needs, prepare justifications, and present data to the City Clerk for unit budgets. Work with Legislative IT team on technology system replacements for outdated Information Services Systems including current Collective Access migration for legislation and identifying new software for tracking filings. Maintain archival technologies and equipment and lead migration to new preservation software and electronic records search portal. Develop and present recommendations to the City Clerk and/or City Councilmembers as needed. May require presentation in a public meeting setting. Implement approved recommendations. Serve as a member of the Division management and leadership teams. Serve on intra-departmental teams and lead teams as assigned, providing team supervision and project supervision and/or leadership as needed. Engage in the core functions of the program as appropriate to the division of labor among staff. Serve as department floor warden. Serve in Division line of succession for emergency management. Serves as a single point of accountability for archival inquiries. Applies an RSJI lens to ensure equitable access to all services and integrates racial and social justice principles throughout archival, records management, and information services work. Participate in the City’s Information Governance meeting. Other duties as assigned/ required. Qualifications Master's degree in History, Library and Information Science, Public Administration, Political Science, or related discipline with coursework in archives and records management, or a combination of education and experience that would prepare a candidate to complete the listed job duties. Five or more years of progressively responsible professional experience managing an archives and/or records management program. Five years of experience supervising and/or managing professional staff. Experience in a government archives and records program, or program of similar breadth. Demonstrated knowledge of records storage and information retrieval and repository management for both physical and digital records. Competency in standard desktop computer applications. Demonstrated knowledge and/or skills in digital records systems. Experience in outreach and advocacy. Experience managing electronic records or significant training in issues related to preservation of electronic records. Knowledge of legislative processes of local government. Strong communication skills to work across City departments and with the public. Experience managing customer service operations. Your Success Factors Demonstrated effectiveness in program leadership and management. Demonstrated skills at successful oral presentations in training or in a public setting. Excellent analytical, organizational, and managerial skills. Knowledge of public records law. Completion of the Society of American Archivists Digital Archives Specialist certificate program. Demonstrated commitment in applying race and social justice lens to policies and program management. Additional Knowledge & Certifications Demonstrated knowledge of professionally accepted archival standards in all core areas, and knowledge of professional records management procedures. Knowledgeable about all preservation and processing of all archival formats, including photographs, audio, moving images, maps and drawings. Certification by the Academy of Certified Archivists. Total Compensation and Benefits This position is classified as a Manager-Legislative and is exempt from the Seattle Civil Service System. The full salary range for this classification is $104,567.04 - $187,105.68 annually ($50.08 - $89.61 hourly). The starting salary range for this individual role has been identified as $135,000 - $140,000 annually. Additionally, the City offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental vision, life, and long-term disability insurance for employees. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans. Work Environment The Legislative Department has implemented a four-day in-office policy, and this position will primarily be onsite at the Seattle City Hall: 600 Fourth Avenue, 3rd Floor, Seattle, WA. Alternative Work Arrangements may be considered and will be based on operational needs. Why Work at the City? The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways that we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in the Race and Social Justice Initiative by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services. HOW TO APPLY Complete a NEOGOV online application and supplemental questionnaire. Attach a PDF of your cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and qualifications outlined in the job announcement. Attach a PDF of your resume. Applications received without the requested materials will not be considered. If you have any questions, please contact Arzu Jamilova, HR Analyst, at arzu.jamilova@seattle.gov. #J-18808-Ljbffr