SECRETARY OF STATE (DEPT OF STATE)

Address: 1901 WEST MADISON STREET, PHOENIX, AZ 85009

Salary: $57, 200 - $59, 280 

Grade: 21  

The Electronic Records Archivist assists in the administration of all aspects of the Arizona government records archival program. The recent addition of statuary obligations to manage a trusted digital repository means this position now supervises staff. This includes hiring, training, supervising, and evaluating staff. Reports to the State Archivist and Archives Administrator. Works closely with the Archives branch and the Records Management branch.
• Manage the Archives’ digital repository T.E.R.R. (Trusted Electronic Records Repository) and support for the computing and storage systems necessary for the management and preservation of the digital collections, including the hardware, software, and networking infrastructure.
• Participate in the development of strategies and procedures for preservation and access of permanent government electronic records.
• Participate in the development of strategies and procedures for transferring permanent electronic records created by state and local government to the Archives Division.
• Participate in the development of strategies and procedures for the storage of permanent electronic records created by state and local government and transferred to the Archives Division.
• Consult with public officials, agency managers and records management staff of various state and local government agencies and political subdivisions on the application of archives planning procedures and methods in state and local records electronic records programs.
• Develop and conduct training for elected and appointed officials and other state and local government staff on the identification, management and preservation of permanent government electronic records. This includes issues related to transfer, preservation, and accessibility of electronic records and audiovisual records.
• Develop, write and publish various archival electronic records management manuals, standards and other documents
Secondary Responsibilities
• Work closely with Archives and Records Management branch staff and with government offices in identifying the permanent electronic records in their agencies.
• Carry out technical work focused on electronic and audiovisual records transferred to the State Archives including appraisal; coordination of data conversion, migration and authenticity; description of records series and other tasks and procedures necessary to ensure preservation, authenticity, security and access to records transferred to the State Archives.
• Assist in arranging and describing state and local electronic government records.
• Assist in reviewing and implementing processing plans for electronic collections.
• Assist in producing finding aids.
• Use databases for collection tracking.
• Assist in providing reference and research service to the public and government officials.
• Assist in the preparation of reports and budget requests.

This position may offer the ability to work remotely, within Arizona, based upon the department's business needs and continual meeting of expected performance measures.

The State of Arizona strives for a work culture that affords employees flexibility, autonomy, and trust. Across our many agencies, boards, and commissions, many State employees participate in the State’s Remote Work Program and are able to work remotely in their homes, in offices, and in hoteling spaces. All work, including remote work, should be performed within Arizona unless an exception is properly authorized in advance.

- Process complex digital collections using archives best practices
- Consultation with state, county and local agencies and public bodies about maintaining, preservation and the transfer of digital records to the state archives
- Supervises staff to assist in the management of the trusted digital repository
- Supervising the state's trusted digital repository

Knowledge of:
- Archival theory, practices and procedures including appraisal and acquisition, arrangement and description, preservation, reference, outreach and access.
- Basic records management principles, concerns and the use of records in government offices.
- Federal and State public records laws, confidentiality, privacy and copyright laws and requirements. Understand technology as it relates to records creation, maintenance, preservation, migration, authenticity, security and access.
- Be familiar with a wide range of document types and formats, including textual records, maps, photographs, audiovisual as well as databases, XML, geospatial, email and other digital file formats.
- A wide range of digital and analog media.
- The history of the United States and the structure and functions of federal, state and local government with emphasis on the Southwest and Arizona.
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in:
- Archives experience must include appraisal and preservation of electronic archival records, conducting archival training and outreach.
- Experience with IT work and technologies.
- Work effectively with government employees and the public.
- Excellent communication skills and project management.
- Experience in the application of automated information management systems to library, archival, records management or records management.

Ability to:
- Analyze data, to formulate conclusions, and to write well organized and grammatically correct reports and correspondence.
- Effectively explain complex archival and information technology issues to staff, associates, government entities and the public.
- Train and supervise staff.
- Support a diverse multi-cultural workforce that reflects the community, promotes equal opportunity at all levels of public employment, and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Bachelors or Master's in history or Archival Administration or Library Science and minimum three (3) years of professional level experience working in the archives. Archives experience must include appraisal and preservation of electronic archival records.

Fingerprint Clearance card

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.

For questions about this career opportunity, please contact Humanresources@Azsos.gov.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Human Resources at Humanresources@Azsos.gov. Requests should be made as early as possible to allow time to arrange the accommodation.