Library & Archives Paraprofessional 2


Library & Archives Paraprofessional 2

$2,425.00 – $3,123.00 Monthly
Thurston County – Tumwater, WA
Job Type
Full Time – Permanent
Office of the Secretary of State
Job Number
18 LIB LAPP2 0433
An image without 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 Washington and the Combined Fund Drive.  Visit our website at:

Library and Archives Paraprofessional 2
Permanent, Full-time

This position reports to the head of circulation and is responsible for processing serials and other items for library collections, maintaining the collections to ensure accessibility for our patrons, and assisting customers at public service points.

Please note: Interviews for this position will be conducted on an ongoing basis. First review of applicants will be June 8, 2018. 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.

**This recruitment could be utilized to fill future openings.

Materials Receiving, Copy Cataloging, and Processing

  • Receives and tracks materials for WSL and DSHS branch collections
  • Posts payment information in the integrated library system near the end of each day
  • Stores the encumbrance register, invoice summary, posting register, and invoice register on the shared drive, sends invoice registers to those who paid the invoices, and matches invoices with appropriate paperwork
  • Copies invoices and materials to be filed or delivered to the fiscal department
  • Copy catalogs WSL and DSHS branch collection materials; Refers materials needing original cataloging to a cataloger
  • Searches for, analyzes, selects, and exports bibliographic records that match the item in hand from the bibliographic utility into the integrated library system
  • Creates item records within the integrated library system, drawing call numbers from within the bibliographic records
  • Processes items for inclusion in the WSL and DSHS branch collections, following the established guidelines for each collection. Independently determines if archival practices need to be followed
  • Answers questions concerning copy cataloging for other WSL staff and directs difficult cataloging issues to an original cataloger
  • Assists with creation of preservation enclosures, application of preservation treatments, and other preservation-related tasks
  • Backs up the work of the Serials Technician

Circulation & Customer Service

  • Acts as building receptionist and manages the main building phone line. Assists building visitors and callers or refers them to the appropriate location/librarian
  • Responds to basic, routine customer inquiries regarding library services, program areas, processes, procedures, and materials, as well as basic, routine information requests. Refers customers to reference service areas or staff for further information when appropriate
  • Logs customers in to the quick use computers and answers questions about computer use-related policies
  • Assists library customers with circulation matters in person and by telephone using the circulation module within the integrated library system
  • Explains library card registration procedures and assists customers in completion of paper registration forms; reviews and verifies library card applications and issues library cards; enters and updates patron information; and maintains patron database
  • Responds to inquiries regarding library circulation policies and procedures
  • Assists customers with check-in, checkout, renewal, and holding of library materials, overdue, claims returned, and lost library materials, and payment of fines for lost or damaged library materials
  • Helps process and maintain records for overdue materials and types final collection letters
  • Responds to simple circulation-related inquiries
  • Assists with daily interlibrary loan tasks when necessary
  • Provides backup coverage for pager shifts and retrieves collection materials upon request

Shelving and Collection Maintenance

  • Shelves and maintains the following collections: Northwest (including maps and multimedia); Dewey; Historic Research; Ye Galleon Press; Governor’s Writers Award
  • Shelf-reads collections to make sure items are in the correct sequence and arranged properly on the shelves
  • Shifts materials in the collections to avoid overcrowding on the shelves and damage to items
  • Creates and follows a plan for shelf-reading and shifting the collections, documenting goals,  progress and issues for supervisor
  • Re-labels items when labels are faded or otherwise unreadable
  • Identifies and refers mending and binding problems to the supervisor and/or the appropriate collection head

  • One year of experience in the functional operations of a library
  • Ability to read and effectively communicate, verbally and in writing, using the English language
  • Ability to efficiently use a personal computer and applicable software to successfully perform the essential job  functions of the position
  • Attention to detail


  • One year of recent experience (within the last 5 years)  with an integrated library system, preferably Innovative Interfaces Millennium, including using the acquisitions module to input invoices, receive materials, input transactions, and use fiscal coding
  • Experience with OCLC Connexion or other bibliographic utilities, including database searching and downloading records
  • Experience tracking and posting invoices using a computerized system
  • Experience in library circulation
  • Experience working with library collections, including shelving, shifting, shelf-reading and other stacks maintenance activities
Supplemental Information
How to Apply

  • To be considered for this 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 religion, age, sex, marital status, color, creed, national origin, political affiliation, military status, sexual orientation, 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) 704-7145.

More than Just a Paycheck!
Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation.

We understand that your life revolves around more than just your career and that your priority is making sure that you and your family will maintain health and financial security. That’s why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs.

Read about our benefits:
The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work. Check with the agency human resource office for specific benefit information.
Insurance Benefits
Employees and families are covered by medical (including vision), dental and basic life insurance.  There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state.  Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses.  Employees are also covered by basic life and long term disability insurance, with the option to purchase additional coverage amounts.  To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.
Retirement and Deferred Compensation
State Employees are members of the Washington Public Employees’ Retirement System (PERS).  New employees have the option of two employer contributed retirement programs.  For additional information, check out the Department of Retirement Systems‘ web site.
Employees also have the ability to participate in the Deferred Compensation Program (DCP).  This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options.
Vacation (Annual Leave)
You begin accruing vacation starting your first month of employment. Since we value your loyalty, the amount of vacation you can accrue increases the longer you work with us. Washington State supports members of the armed forces with 21 days paid military leave per year. Vacation accrues for full-time employees per WAC 357-31-165.


Full-time employees are entitled to eleven* paid holidays:

New Year’s Day
January 1
Martin Luther King, Jr’s birthday
Third Monday in January
Presidents’ Day
Third Monday in February
Memorial Day
Last Monday in May
Independence Day
July 4
Labor Day
First Monday in September
Veterans’ Day
November 11
Thanksgiving Day
Fourth Thursday in November & Friday after
Christmas Day
December 25
Personal Holiday
Employee’s selection each calendar year

*Employees who are members of certain Unions are entitled to an additional personal leave day of their choice. Please refer to specific Collective Bargaining Agreements for more information.

Social Security
All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system.
Sick Leave
Full-time employees earn eight hours of sick leave per month. Paid sick leave may be used for reasons included in WAC 357-31-130.
Please visit the State HR Website for more detailed information.
Where did you hear about this job opening?
Do you have a family member or relative currently employed at the Office of the Secretary of State?

  • Yes
  • No
If you answered yes in the previous question, what is the name of your family member/relative?
How many year of experience do you have in the functional operations of a library, paid or volunteer?

  • I do not have this type of experience, but I am willing to learn
  • I have less than 12 months of this experience
  • I have one to two years of this experience
  • I have two+ years of this experience
Please briefly describe your experience including the employer and tasks performed where you gained the experience claimed in question #4.
If you do not have this type of experience, please enter “N/A” in the box below.
Please select from the items listed below areas where you have experience.

  • Copy cataloging
  • Reference Services
  • Circulation
Please briefly describe your experience including the employer and tasks performed where you gained the experience claimed in question #6.
If you do not have this type of experience, please enter “N/A” in the box below.
How many years of experience do you have providing customer services to the public, clients, or customers?

  • I do not have this type of experience, but I am willing to learn
  • I have less than 12 months of this experience
  • I have one to two years of this experience
  • I have two+ plus years of experience
Please briefly describe your experience including the employer and tasks performed where you gained the experience claimed in question #8.
If you do not have this type of experience, please enter “N/A” in the box below.
Please select from below all the items where you have experience.

  • Innovative Interfaces Millennium
  • OCLC Connexion software
  • I do not have experience with either of these

Required Question

State of Washington
View Job Posting for Agency Information

View Job Posting for Location, Washington, 98504

View Posting for Agency Contact