Hiring Organization Information
Position Information
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.This position reports to the WTBBL Director and independently oversees administration of the ALL Foundation (Archives, Library, Legacy, WTBBL), cultivates relationships with board members, donors, manages all financials, and oversees Archives, Legacy Washington’s, Library, WTBBL ALL Foundation), and the Washington Talking Book & Braille Library (WTBBL)’s private fundraising arm. The ALL Foundation supports the programs, collections and missions of the Archives, Library, Washington Talking Book & Braille Library, and Legacy Washington and serves as the fiduciary for funds raised specifically to support these programs and collections.
This position reports to the WTBBL Director and independently oversees administration of the ALL Foundation (Archives, Library, Legacy, WTBBL), cultivates relationships with board members, donors, manages all financials, and oversees Archives, Legacy Washington’s, Library, WTBBL ALL Foundation), and the Washington Talking Book & Braille Library (WTBBL)’s private fundraising arm. The ALL Foundation supports the programs, collections and missions of the Archives, Library, Washington Talking Book & Braille Library, and Legacy Washington and serves as the fiduciary for funds raised specifically to support these programs and collections.
Duties
Administers, directs and oversees the ALL Foundation
Tasks include:
- Administers, oversees and directs activities of the All Foundation.
- Organizes meetings, coordinates all logistics, communicates with trustees, facilitates the agendas and generates minutes.
- Responsible for ensuring all activities are within the scope of the Foundation Articles of Incorporation, bylaws, financial policy, gift acceptance and planned giving policy.
- Creates, manages, and independently responsible for all correspondence with board members; maintains all records of Foundation business and transactions.
- Serves as liaison to Foundation’s Finance Committee.
- Organizes legal documentation for institutional giving, licensing, and annual renewal as a charity and Foundation.
- Mines databases, current constituents, and former donors for prospects by analyzing multiple reports and conducting online research pertinent to projects that needs support.
- Tracks donors in Raiser’s Edge and QuickBooks and reconciles the two.
- Oversees internal controls and procedures to ensure compliance with accounting practices.
- Directs the WTBBL annual fund campaign in collaboration with WTBBL director, including constructing annual campaign letter; Determines theme, current needs, scope, opportunities for development, and needed materials or services that donor funds could be used for and prepares reports for those requests for the Foundation Board.
- Directs WTBBL GiveBig campaign strategies and promotion with WTBBL director, identifies and strategizes other fundraising opportunities for WTBBL, including annual art auction and potential events and campaigns to raise funds and awareness of library service; identifies marketing strategies for ALL Foundation programs.
- Markets and manages WTBBL bequest (planned giving) program and incoming bequests; tracks bequest expenditures; builds and fosters relationships with WTBBL donors and prospective donors; manages all estate related legal documents and forms.
- Makes annual donor thank you calls with WTBBL director; identifies list of donors to be called.
- On behalf of the Secretary of State, formulates letters soliciting gifts and composes correspondence to major donors/sponsors with special recognition.
- Collaborates with ALL Foundation on concepts for annual giving campaign and events hosted by the ALL Foundation.
- Advises State Librarian, State Archivist and executive level staff on status of ALL Foundation.
- Oversees marketing & promotion of the ALL Foundation at a statewide level.
- Create & maintain COOP plan for the All Foundation.
- Manages statistical data for annual giving campaign and reports to stakeholders.
- Makes recommendations to State Librarian and Director of WTBBL regarding staffing changes.
- Interviews, recommends hiring, trains, monitors and evaluates staff.
- Manages, prioritizes and assigns work to subordinate staff; sets expectations & evaluates performance.
- Approves leave requests of program staff and ensures adequate staffing.
- Oversees outreach for ALL Foundation.
- Files required documentation to maintain charitable status.
- Prioritizes expenditures and projects future needs.
- Monitors & audits financial issues.
- Works with contracts & purchasing division to create interagency agreements & service contracts.
- Has delegated budget authority over program.
- Has delegated decision making authority.
Oversees the Legacy Washington design and educational components
Tasks include:
- Oversees the design and packaging of all exhibits, book, and marketing materials for Legacy Washington.
- Purchases materials necessary for installation and de-installation of exhibits.
- Manages PS3 position which is responsible for exhibits and graphic design work for Legacy Washington.
- Assists with development of Legacy Washington education program, a new endeavor to engage K-12 students and educators, heritage organizations, and the public at large.
- Serves as core contact for managing Karshner Center partnership.
- Helps facilitates Legacy Washington educational components such as contests in schools.
- Creates an initial corporate target list at the beginning of each Legacy project
- Meets with potential corporate partners as necessary.
- Negotiates contracts & secures funding from private & public entities for Legacy projects.
- Plans and executes Legacy Washington events.
Miscellaneous
Tasks include:
- Other duties as assigned.
Qualifications
Required Qualification:
- Five years of experience providing support to staff or a program including, but not limited to, interpreting policy and instructing others on application of policies, representing a program or office to clients, interacting with members of the public, composing correspondence, scheduling appointments and meetings, or coordinating events.
- One year supervisory experience performing the following tasks: interviewing, hiring, training, assigning, and/or directing work and evaluating staff.
- Ability to efficiently use a personal computer and applicable software to successfully perform the essential functions of the position.
Preferred/Desired Qualification:
- Knowledge of nonprofit board administration and management.
- Knowledge of accounting and the production of administering basic financials for reporting purposes.
- Experience managing large programs with significant monetary impact.
- Experience directing charitable fund-raising donation campaigns.
- Bachelor's degree in business administration or related field.
- Organizing multiple assignments to produce work products that are accurate and thorough honoring schedules, timeframes, and due dates.
- Current Washington State driver's license or have requested and obtained an appropriate accommodation.
- Demonstrated ability to exercise sound professional judgement.
- Demonstrated ability to analyze problems and create reasonable solutions.
- Demonstrated ability to lead a collaborative work group.
- Knowledge of the legislative process including experience such as participating in the bill writing process and/or communication with or serving as a legislative liaison for constituents and legislators.
- Working knowledge of the state budget process, public disclosure laws & personnel rules.
- Strong ability to cultivate relationships and promote programs with diverse and prominent trustees.
- Ability to operate in good faith and spending as directed.
- Ability to facilitate high-level meetings.
- Ability to communicate with constituents and prospective constituents and have a sold understanding of Legacy Washington, WTBBL and the Trust.