Hiring Organization Information
Position Information
he 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.
Washington Talking Book & Braille Library (WTBBL) is a program of the Washington State Library and a Regional Library of the National Library Services for the Blind and Print Disabled (NLS) network of the Library of Congress. WTBBL provides library services state-wide, at the library and by mail or download, to any Washington resident unable to read standard print material due to blindness, visual impairment, DeafBlindness, physical disability (cannot hold a book or turn pages) or reading disability.
This position helps to support the management of the ALL Foundation of Washington and the programs it supports (Archives, Library, Legacy and WTBBL). Additionally, this position oversees all the Legacy Washington creative materials and plans for books, exhibits, etc., and develops outreach and marketing materials for WTBBL.
This position reports to the ALL Foundation Administrator and aids in the oversight of the Foundation’s fundraising and accounting duties. The Foundation helps generate the financial resources necessary to support Foundation programs and fabricate Legacy Washington exhibits, sponsor programs, publish books, and enhance its historical projects throughout technology and other means.
Performs outreach, development and marketing activities for Legacy Washington and WTBBL, and administrative support for management of the ALL Foundation of Washington
Tasks include:
- Provides support to the Administrator in facilitating meetings and retreats for the ALL Foundation, including keeping minutes and submitting drafts to be approved by the board or finance committee; design annual report of the ALL Foundation each fall.
- Responsible for creative direction for Legacy Washington materials. Includes design of materials for solicitations, exhibits, books, etc. Directs exhibit planning (both print and online)
- Helps facilitate marketing campaigns in the form of e-newsletters including design and compilation, promotional materials, flyers, etc. for both Legacy Washington and WTBBL.
- Helps maintain Raiser’s Edge, donor database and reconciliation against accounting software.
- Executes high-quality design of creative materials.
- Works with local printers to facilitate printing process for exhibits and historical projects; solicits quotes for printed materials and works directly with printer to layout scope of project, oversee proof of project, delivery and installation for exhibits, and payment and distribution of publications, and printing for WTBBL collateral materials and newsletter.
- Prepares contracts and installation outline for exhibit panels in preparation for inclusion in traveling exhibit program; manages proper care, installation and security of borrowed items.
- Manages maintenance of exhibits and their travel (including agreement with WA State Archives in aiding exhibit travel); manages relationships; secures proof of insurance from vendors; composes installation plans for other heritage organizations; inspects and transfers exhibit panels; manages return and storage of exhibit panels; markets exhibits to vendors, heritage organizations, museums and schools to promote the borrowing of exhibits.
- Assists in organizing and facilitating outreach events and presentations for Legacy Washington, Washington State Library and WTBBL, and supports and assists in planning for fundraising events for WTBBL.
Manages financial transactions (donation deposits and accounting transactions) for WSHCT (ALL Foundation)
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 customers and tracks accounts receivable.
- Manages and reconciles inventory of print and e-books including sales.
- Weekly reconciliation report in Raiser’s Edge (donor database) and reconcile against monies deposited into bank.
Performs development and marketing activities for Washington Talking Book & Braille Library (WTBBL)
Tasks include:
- Designs WTBBL annual report that serves as the core marketing piece for WTBBL as well as a thank you to previous year’s donors; Maintains data on persons including mailing lists.
- Aids in GiveBig campaign in conjunction with Seattle Foundation on materials, promotion, and accounting oversight for gifts received.
- Works with printer to facilitate printing of WTBBL materials; Manages other design and printing pieces (tote bags, posters, bookmarks, etc.); Helps prepare and mails non-patron donor letters.
- Creates WTBBL marketing and outreach materials as needed and supports the design and distribution of the WTBBL newsletter.
Required Qualifications:
- Three 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.
- Current Washington State driver's license or have requested and obtained an appropriate accommodation.
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.