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Office of the Secretary of State

  Average Annual FTEs Near General Fund State Other Funds Total Funds
  (Dollars in Thousands)
Current Budget 317.9 71,780 77,836 149,616
2023-25 Maintenance Level 334.5 71,942 72,678 144,620
Difference from 2023-25 Original 16.6 162 (5,158) (4,996)
% Change from 2023-25 Original 5.2% 0.23% (6.6%) (3.3%)

2023 Policy Other Changes

DOC Libraries 1.0 330 0 330
M365 from Central Service Model 0.0 330 248 578
OSOS Azure Migration 0.0 1,310 0 1,310
Right Size Archives Staffing 3.0 0 685 685
Corporations & Charities Services 0.0 0 771 771
Safeguard Digital Archives 1.0 0 931 931
Fund Library At Echo Glen 1.0 262 0 262
Essential Functions 5.0 1,341 0 1,341
LinkedIn Learning Opportunities 0.30 1,370 0 1,370
Referendum Costs 0.0 74 0 74
VoteWA Resiliency 4.0 1,348 0 1,348
Voter Trust and Outreach 8.0 6,398 0 6,398
2023 Policy Other Changes Total 23.3 12,763 2,635 15,398

2023 Policy Comp Changes

State Employee Benefits 0.0 31 72 103
WFSE General Government 0.0 426 633 1,059
Rep Employee Health Benefits 0.0 19 21 40
Non-Rep Recruitment/Retention 0.0 78 175 253
Non-Rep General Wage Increase 0.0 888 1,524 2,412
PERS & TRS Plan 1 Benefit Increase 0.0 19 31 50
Vaccine Booster Incentive 0.0 66 150 216
2023 Policy Comp Changes Total 0.0 1,527 2,606 4,133

2023 Policy Central Services Changes

State Data Center 0.0 (70) (53) (123)
Archives/Records Management 0.0 2 1 3
Audit Services 0.0 1 0 1
Legal Services 0.0 27 20 47
CTS Central Services 0.0 (317) (240) (557)
DES Central Services 0.0 588 439 1,027
OFM Central Services 0.0 247 186 433
GOV Central Services 0.0 58 43 101
2023 Policy Central Services Changes Total 0.0 536 396 932
Total Policy Changes 23.3 14,826 5,637 20,463
2023-25 Policy Level 357.8 86,768 78,315 165,083
Difference from 2021-23 39.9 14,988 479 15,467
% Change from 2023-25 Original 12.6% 20.9% 0.62% 10.3%

Policy Changes

DOC Libraries

The 2022 supplemental budget provided an annual appropriation to the Department of Corrections (DOC) to work with the Office of the Secretary of State (OSOS) to expand library services to individuals in adult correctional facilities. The appropriation is shifted to the OSOS for administrative efficiency. (General Fund - State)

M365 from Central Service Model

Funding provided in the central service model for Microsoft 365 licenses not administered by Consolidated Technology Services has been removed from CTS central services (Step 92J) and added to the agency budget. (General Fund - State, Secretary of State's Revolving Acct - Non-Appropriated, WA State Library Operations Acct - State, other funds)

OSOS Azure Migration

Funding is provided for the Office of the Secretary of State to implement migration of its applications and systems to Azure cloud environments to comply with several waivers issued by the Office of the Chief Information Officer on Policy 184 (Data Center Investments). These funds will pay for an additional contract with Microsoft to support the VoteWA voter registration and election management system migration efforts from on-premise hardware to the cloud environment, as well as annual hosting fees for the Digital Archives, the Washington State Library, Corporations and Charities Filing System, and Olympia-based operations. (General Fund - State)

Right Size Archives Staffing

Lack of sufficient staffing capacity over the last ten years has resulted in three of the five state regional archives facilities reaching capacity, a backlog of disclosure and research requests, inconsistent preservation methods, and minimal appraisal or description of records. Funding is provided for three additional staff to reduce the size of the state’s archival collection, increase description and access to the records, ensure records are adequately preserved, and provide more consistent public service levels across all archives locations. (Public Records Efficiency, Preserva - State, Local Government Archives Account - State)

Corporations & Charities Services

The Office of the Secretary of State (OSOS) Corporations and Charities Division currently operates from one office in Olympia, where the lobby is open for walk-in services. To increase access to Washington businesses and charities, funding is provided to add physical locations for the division to process filings through in-person services in King County and an eastern Washington location. (Secretary of State's Revolving Acct - Non-Appropriated)

Safeguard Digital Archives

Funding is provided to preserve, maintain and make available the state’s permanent legal and historic digital records. Maintaining up-to-date hardware and software will ensure the viability and security of the state’s electronic archival records while research is conducted and while work begins with a vendor to transfer applications and other viable systems into cloud storage. (Public Records Efficiency, Preserva - State, Local Government Archives Account - State)

Fund Library At Echo Glen

At the request of the Department of Children, Youth, and Families (DCYF) and the administration at Echo Glen Children’s Center, a new Washington State Library (WSL) branch will be established at Echo Glen in fiscal year 2023. The initial costs will be covered by federal funds, and ongoing state funds will support the branch library beginning in fiscal year 2024. This will provide incarcerated youth at Echo Glen with the same level of library service offered to adults who are incarcerated in Washington. (General Fund - State)

Essential Functions

The Office of the Secretary of State (OSOS) recently received funding to further strengthen elections security and outreach, build external partnerships aligned with OSOS core functions, leverage resources to protect critical systems and better support stakeholders, and re-establish the Productivity Board. Funding is provided for additional staff capacity to address increased workloads in response to the agency’s growth and expanded scope and to address historical understaffing in the areas of information technology and budget. (General Fund - State)

LinkedIn Learning Opportunities

LinkedIn Learning is an online learning platform that provides users with the skills to obtain high growth and high wage jobs. Funding is provided to continue access to this online platform by library patrons across the state to get training and certificates necessary for jobs in a variety of industries ranging from wellness to project management. (General Fund - State)

Referendum Costs

Funding is provided for costs associated with submitting executive request legislation to propose a statewide voter referendum to reduce homelessness through capital expenditures for programs that address housing insecurity. The referendum would be submitted to Washington voters in the next general election. (General Fund - State)

VoteWA Resiliency

The agency will add four staff to the voter registration and election management system (VoteWA) team in the IT Division to support system resiliency, the Elections Division, and all county elections officials. These additional positions (two new IT systems administrators, one business analyst, and one IT customer support position) are needed to support the VoteWA system that is crucial to the administration of elections in Washington State. (General Fund - State)

Voter Trust and Outreach

The agency is provided resources to support a team of communication professionals who will design strategies and products to counter false narratives surrounding election security and integrity. Funding will also support the ongoing need for community engagement with underserved populations such as young voters, voters with disabilities, tribal communities, and non-English-speaking voters. This effort will promote public trust and access to the voting process. (General Fund - State)

State Employee Benefits

Health insurance funding is provided for state employees who are not represented by a union, who are covered by a bargaining agreement that is not subject to financial feasibility determination, or who are not part of the coalition of unions for health benefits. The insurance funding rate is $1,160 per employee per month for fiscal year 2024 and $1,233 per employee per month for fiscal year 2025. (WA State Library Operations Acct - State, General Fund - State, Secretary of State's Revolving Acct - Non-Appropriated, other funds)

WFSE General Government

Funding is provided for a general wage increase of 4%, effective July 1, 2023; a general wage increase of 3%, effective July 1, 2024; targeted job classification base range increases; recognition and retention lump sum payments for employees employed on or before July 1, 2022 and continuously employed through July 1, 2023; shift premium increase for eligible shifts from $1 to $2.50 per eligible hour; a COVID-19 booster incentive of $1,000; supplemental shift premium increases for nurse classifications; 5% premium pay for employees who are assigned to a facility that provides direct care to residents, patients and/or clients and whose duties are required to be performed on location; and an increase of $250 to the annual lump sum payment for Labor and Industries risk classes 7200/7201. (General Fund - State, Public Records Efficiency, Preserva - State, Local Government Archives Account - State, other funds)

Rep Employee Health Benefits

This provides health insurance funding as part of the master agreements for employees who bargain for health benefits as part of a coalition of unions. The insurance funding rate is $1,160 per employee per month for fiscal year 2024 and $1,233 per employee per month for fiscal year 2025. (Public Records Efficiency, Preserva - State, General Fund - State, Local Government Archives Account - State, other funds)

Non-Rep Recruitment/Retention

Funding is provided for recognition and retention lump sum payments for employees employed on or before July 1, 2022 and continuously employed through July 1, 2023. (Secretary of State's Revolving Acct - Non-Appropriated, General Fund - State, WA State Library Operations Acct - State, other funds)

Non-Rep General Wage Increase

Funding is provided for wage increases for state employees who are not represented by a union or who are covered by a bargaining agreement that is not subject to financial feasibility determination. It is sufficient for a general wage increase of 4 percent, effective July 1, 2023 and a general wage increase of 3 percent, effective July 1, 2024. This item includes both general government and higher education workers. (WA State Library Operations Acct - State, General Fund - State, Secretary of State's Revolving Acct - Non-Appropriated, other funds)

PERS & TRS Plan 1 Benefit Increase

For eligible Public Employees' and Teachers' Retirement Systems Plan 1 members, this item provides an increase of 3%, up to a maximum of $110 per month. (Secretary of State's Revolving Acct - Non-Appropriated, WA State Library Operations Acct - State, General Fund - State, other funds)

Vaccine Booster Incentive

Funding is provided for a $1,000 lump sum COVID-19 booster incentive for non-represented employees. This funding does not cover institutions of higher education. (WA State Library Operations Acct - State, Secretary of State's Revolving Acct - Non-Appropriated, General Fund - State, other funds)

State Data Center

Adjustments are made for each agency's share of costs related to the State Data Center. (Public Records Efficiency, Preserva - State, Local Government Archives Account - State, WA State Library Operations Acct - State, other funds)

Archives/Records Management

Adjustments are made for each agency's anticipated share of charges for archives and records management services provided by the Secretary of State's Office. (General Fund - State, Secretary of State's Revolving Acct - Non-Appropriated)

Audit Services

Adjustments are made for each agency's anticipated cost of audits performed by the State Auditor's Office. (General Fund - State)

Legal Services

Adjustments are made for each agency's anticipated cost of legal services provided by the Attorney General's Office. Because legal services expenditures are based on consumption, funding provided in the central service model is not all inclusive. The methodology to estimate consumption has been updated from a three-year average to a two-year average and allows for analysis to incorporate unique agency circumstances. (General Fund - State, WA State Library Operations Acct - State, Secretary of State's Revolving Acct - Non-Appropriated, other funds)

CTS Central Services

Adjustments are made to reflect each agency's anticipated share of charges from Consolidated Technology Services (CTS) for the Office of the Chief Information Officer, Office of Cybersecurity, state network, enterprise services, small agency IT services, security gateways, and geospatial imaging services. This amount now includes the total amount for agencies that use the Microsoft 365 shared tenant. See Chapter 11 of the 2023-25 OFM Budget Instructions for allocation methodologies. (WA State Library Operations Acct - State, Local Government Archives Account - State, Public Records Efficiency, Preserva - State, other funds)

DES Central Services

Adjustments are made to reflect each agency's anticipated share of charges from the Department of Enterprise Services (DES) for campus rent, parking, contracts, and security; capital project surcharges; financing cost recovery; public and historic facilities; real estate services; risk management services; personnel service rates; the Perry Street and Capitol Campus child care centers; small agency services; and the department's enterprise applications. See Chapter 11 of the 2023-25 OFM Budget Instructions for allocation methodologies. (WA State Library Operations Acct - State, General Fund - State, Secretary of State's Revolving Acct - Non-Appropriated, other funds)

OFM Central Services

Adjustments are made to reflect each agency's anticipated share of charges for existing statewide applications, the One Washington program, and other central services provided by the Office of Financial Management. See Chapter 11 of the 2023-25 OFM Budget Instructions for allocation methodologies. (WA State Library Operations Acct - State, General Fund - State, Secretary of State's Revolving Acct - Non-Appropriated, other funds)

GOV Central Services

A new central service is created to reflect each agency's anticipated share of charges from the Office of the Governor for statewide policy staff and the Office of Equity. (WA State Library Operations Acct - State, General Fund - State, Secretary of State's Revolving Acct - Non-Appropriated, other funds)