Job Description

Description

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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 Library connects people to the power of libraries. As Washington's oldest cultural institution, the library's unique and rare collections date back to territorial days. Resources include historical print and digital compilations, collections of state newspapers and maps, state and federal government publications, and the Ask-a-Librarian service.



The library benefits local libraries and their patrons through its consulting services, grants, subsidies, training, and programming. Additionally, the Washington State Library provides services to state prison and state hospital libraries. OSOS also operates the Washington Talking Book & Braille Library (WTBBL) in Seattle, a library for people unable to read standard print.

Development

Specialist

- Program Specialist 2

Permanent, Full-Time

This position facilitates the management and compliance of the ALL Foundation of Washington and integrates fundraising and outreach activities of the programs the Foundation supports: State Archives, State Library (WSL), Legacy Washington and Washington Talking Book & Braille Library (WTBBL). Additionally, this position collaborates with program staff to update, implement and distribute outreach and marketing materials for WTBBL, WSL and Archives and Legacy Washington to support their philanthropic needs and program goals. This is achieved through the Foundation's annual strategy, planning, and implementation and some activities may necessitate the review and approval of the Board of Directors of the Foundation in addition to other stakeholders. This position reports to the ALL Foundation Administrator and implements, in collaboration with the Administrator, the tasks and functions to maintain compliance with fiscal and legal practices in accordance with the Federal and State regulations required for nonprofit charitable contributions and reporting and works closely with the Foundation's Board of Directors and program staff and directors to practice sound and transparent management of the Foundation's holdings, donor relations and promote effective and meaningful communications internally and externally.

Please note: Interviews for this position will be conducted on an on-going 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

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Facilitates outreach, development and marketing activities for Archives, Library, Legacy and WTBBL and the ALL Foundation

Tasks include:

Orchestrates the update of the annual report of the ALL Foundation through collaboration with ALL Foundation programs, program staff, and Board. Collaborates in the facilitation of marketing and outreach campaigns for WTBBL, WSL, Archives, Legacy Washington and the ALL Foundation. Collaborates with ALL Foundation Administrator, Board, program leadership, and internal and external stakeholders on establishing program standards and identifying areas for program development. Updates and implements high-quality design of creative materials in print and electronic formats for the programs and the Foundation, including brochures and collateral materials for WTBBL, as may be requested and approved. Updates and maintains ALL Foundation website and social media channels. Updates and maintains ALL Foundation mailing distribution list and executes communications as may be requested by the Administrator. Organizes and facilitates outreach and fundraising events and presentations for the programs and Foundation, in collaboration with the Administrator.

Facilitates fundraising and donor relations best practices to keep in compliance with Federal and State regulations

Tasks include:

Deposits all monies received by the Foundation and enters transactions in QuickBooks. Processes credit card transactions and recurring donation requests. Performs all entries in preparation for monthly reconciliations and adjusting entries. Creates invoices for Legacy Washington customers and tracks accounts receivable. Manages and reconciles inventory of print and e-books including sales. Performs weekly reconciliation report in (donor database) and reconcile against monies deposited into bank using accounting software in collaboration with the Administrator and with review of 3rd party bookkeeper. Communicates with donors and may take donations and answer questions about how to donate in absence of the Administrator. Communicates with stakeholders and the general public to address inquiries and concerns about the programs and the fundraising activities for the programs the Foundation serves.

Orchestrates quarterly Board Meetings, and bimonthly Finance and other committee meetings of the ALL Foundation Board of Directors

Tasks include:

In collaboration with the Administrator: arrange meetings and retreats for the ALL Foundation Records Board and Committee minutes for Administrator review and approval, distributes meeting materials.

Miscellaneous

Tasks include:

Other duties as assigned

Qualifications

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Required Qualifications:

Two years of experience providing support to staff or a program including, but not limited to, graphic design, representing a program or office to clients, interacting with members of the public, composing correspondence, scheduling appointments and meetings, or coordinating events. Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position.

Preferred/Desired Qualifications:

Bachelor's degree in political science, history, business administration, public relations, communications, education, or a related field. Experience with software products such as PowerPoint, Publisher, InDesign, and Photoshop to create advanced presentations, newsletters, flyers, documents, and/or exhibits. Development and/or marketing experience. Experience in event planning, coordination, and management. Experience working with relational databases. Experience editing web page copy and working with hyperlinks.


PLEASE READ: If you have gotten this far and are thinking you do not qualify, consider again. Studies have shown that members of historically marginalized and underrepresented communities, specifically women and people of color, are less likely to apply to jobs unless they clearly meet every single qualification.



At the Office of the Secretary of State, we are dedicated to building a diverse and authentic work force with a foundation of belonging. If you are excited about this role and have relevant experience and skills, but question whether your experience aligns perfectly with every qualification in the job description, we encourage you to apply regardless. You may just be the ideal candidate this office needs.

Supplemental Information

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Working Conditions:

Works primarily in an office environment with a standard laptop computer. Standard core business hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. with the ability to work some evenings and weekends to support activities, events, and presentations, which are generally scheduled in advance. Some statewide travel may be required to support exhibits and events. Incumbent must be able to maneuver objects weighing 40 pounds with or without reasonable accommodation.

Special Notes:

This position receives an additional 5% geographic assignment pay for being located within King County

Special Requirements

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.

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

+

Three Professional references.

Personal references will not be considered.
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.


The Office of the Secretary of State is an equal opportunity employer (EOE). We do not discriminate on the basis of religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, gender identity or any real or perceived 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 call (360) 704-5211.