Library & Archival Professional 4 (Systems Librarian / Cataloging Supervisor)

Thurston County – Tumwater, WA
0 other recent jobs
Salary: $58,260.00 - $78,408.00 Annually
Created: May 11, 2022


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.

Library & Archival Professional 4
Full Time, Permanent

Help make a difference!

This position reports to the Deputy State Librarian and is responsible for administration of the Integrated Library System and other library systems.

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.



Administration of Integrated Library System (ILS) and Other Library Systems:

  • Operates as the Library’s key expert and stakeholder regarding the Integrated Library System (ILS) and other library systems. Leads investigation and development, implementation, upgrades, changes and enhancements to all systems.
  • Designs, develops, and implements strategies and solutions that integrate existing tools with new technologies and approaches to improve user experience and maximize the discovery of library resources. 
  • Manages new releases and the implementation of new features. Reads and distributes release notes. Trains staff on changes in software and procedures. Coordinates Beta testing efforts.
  • Customizes the public interface of the ILS using scripting languages, Cascading Style Sheets, and widgets. Configures properties, workflows, toolbars, staff access, and user records within the ILS. Manages reports and policy tables that govern circulation and patron services.
  • Maintains system health. Answers systems-related questions from staff. Troubleshoots problems reported by library staff, and, when needed, follows up with vendor support staff. 
  • Confers regularly with ILS, discovery layer, and associated electronic resource vendor staff. Advocates for enhancements.
  • Schedules and manages annual maintenance procedures in systems.
  • Monitors annual bills and manages contracts with vendors.
  • Develops and documents processes and procedures for internal and external users related to the ILS and other library systems. Provides training.
  • Provides support for third-party applications that interface with the ILS software.  
  • Serves as liaison to state librarian/deputy on ILS and other library system issues.

Technical and Bibliographic Data Support for State Library and Catalog Consortia Library Staff:

  • Answers ILS-related questions for library staff. Creates and runs lists upon request.
  • Designs and modifies API scripts as needed for data retrieval and modification, including global edits.
  • Develops new circulation rules based on requests from consortia libraries.
  • Provides individual and group training to library staff.
  • Scans system logs to trace system or user behavior.
  • Manages the database changes needed for library openings or closings or for the temporary storage of library materials during renovations.
  • Serves as project leader for the migration of new members and their data into the system.
  • Extracts and prepares relevant data from the ILS to be distributed and analyzed by consortia libraries, including year-end statistics as required for the State Library’s annual valuation report.
  • Oversees and generates reports and lists in the ILS (i.e. headings and valuation reports, missing and billed/paid lists). Creates and runs lists requested by staff.
  • Oversees and performs database maintenance tasks, including authority cleanups, normalizing record MARC fields, and importing load files (i.e. MARCIVE). Manages load table issues.
  • Manages contracts with consortia libraries.

Cataloging Team Supervision:

  • Plans, leads, organizes, and directs work.
  • Establishes work priorities and time frames; determines workload coverage; and assigns and coordinates activities.
  • Develops and implements guidelines, procedures, and best practices.
  • Evaluates staff performance, recommends promotion, and assesses training needs.

Customer Service and Research:

  • Staffs the reference service points (desk and online chat) during regularly scheduled shifts and provides backup coverage; determines best way to answer reference questions by conducting thorough reference interviews; responds to requests received via phone, email, and in person.
  • Conducts research to respond to information requests; utilizes complex resource materials, catalogs, indexes, databases, and legal materials to identify and analyze sources to answer questions.
  • Assists customers with use of all the collections, including federal and state publications, general and specialized reference, newspapers and periodicals, databases, and the website.
  • Provides backup pager coverage and retrieves collection materials upon request.
  • Performs basic circulation functions – library card registration, item check in, and item checkout – assists customers with placing holds, and answers circulation-related questions while staffing the circulation/reference desk.


  • Other duties as assigned.





  • A Master’s degree in library science and from an American Library Association accredited program.
  • Five years of experience as a professional librarian.
  • One year of experience as a lead worker or supervisor performing the following tasks; interviewing, hiring, training, assigning, and directing work and evaluating staff or volunteers.
  • Ability to efficiently use a personal computer and applicable hardware and software to successfully perform the essential job functions of the position.


  • Two years’ experience supporting an integrated library system, platforms, and software; Experience with Sierra/Summon software highly desirable.
  • Possess broad knowledge of subjects related to the field of librarianship, information technology, and information service delivery.
  • Project management experience highly desired, preferably with multiple projects. Experience with the coordination of multiple personnel and/or external entities. Experience with managing quality assurance and testing. A track record of on-time project completion.
  • Firm understanding of current metadata and cataloging standards and processes, including MARC formats for bibliographic and authority records, along with a working knowledge of non-MARC metadata standards (e.g., Dublin Core, METS, MODS, VRA, etc.).
  • Familiarity with tools such as PHP, SQL, Java, C/C++, Perl, Cascading Style Sheets, widgets, and markup languages (HTML, XML, Javascript), and library technology standards and protocols such as FRBR, Z39.50, OAI/PHM, and RDA.
  • Experience with SQL and SQL scripting. 
  • Knowledge of basic UNIX or Linux commands and editing. 
  • Familiarity with EZproxy as well as remote access and authentication workflows
  • Experience in systems/program development, including programming, analysis and design, testing, implementation, and information architecture are highly desirable.
  • Strong analytical and technical problem-solving skills for complex applications.
  • Strong detail orientation, customer focus, excellent organizational skills, and the ability to manage multiple priorities/deadlines. Flexibility in an environment of changing priorities and technologies.
  • Demonstrated ability to work with people with varying levels of computer skills and make technology understandable. 
  • Strong background and experience with services to the mobile user, including use of mobile devices (smartphones and tablets), sending library notices as text messages, scanning barcodes from mobile devices, library apps, mobile websites, and RSS feeds, and social media including Facebook, and Twitter.
  • Experience in supporting library specific software, e.g. OCLC Connexion, ILLIAD, MarcEdit and library specific hardware, e.g. label printers, production scanners etc.
  • Experience in the management and/or implementation of RFID.
  • Experience supporting web based content management systems.
  • Familiarity with image-based or text-based digital repositories (ContentDM, MDID, Omeka, Digital Commons, DSpace, Fedora, etc.).
  • Well-developed interpersonal communication skills and etiquette, both oral and written.
  • One year of experience as a professional librarian, providing reference services.


Supplemental Information

This position requires sitting for long periods of time while working in a library/office environment. The incumbent must have the ability and willingness to work in adverse conditions of correctional institution. The core hours are Monday - Friday from 8 AM-5 PM. Ability and willingness to travel and stay overnight; Occasional in-state and out of state travel may be required for training and professional conference attendance. If driving a vehicle for company purposes, will be required to submit a valid driver license to supervisor. This position uses standard office equipment such as a computer, fax, copier, and phone. The incumbent works with both internal and external customers by phone, email, and virtual chat.

Willingness and ability to work in adverse conditions (working with moldy or dusty materials or in areas that are cramped and/or somewhat confining). Lift up to 40 lbs.

Per Governor Inslee's Proclamation 21-14 (Download PDF reader), employees at the Office of the Secretary of State must be fully vaccinated by their first day of employment.  Your vaccine status will be verified by Human Resources prior to your first day of employment.  Please contact Gretchen Barocio at, if you need information on medical or religious accommodations.

Please 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.

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

How to apply


Human Resources
Office of the Secretary of State
PO BOX 42460.
Olympia, WA
(360) 704-7145


Published: Wednesday, May 11, 2022 19:20 UTC

Last updated: Wednesday, May 11, 2022 19:20 UTC