SECRETARY OF STATE (DEPT OF STATE)

Address:  1901 W Madison Street, Phoenix, Arizona 85009

Salary: $63,903 

Grade: 22  

The State Archives Assistant Administrator is an essential position to provide support to our department, division and section. This is a leadership position that supervisors staff. The roles and responsibilities are designed to better serve the state and meet the mission of the department.

• Supervises staff, both professional and para professional. This includes directing their duties, establishing and reviewing MAP goals, and approving time sheets and annual leave. This includes providing mentorship to staff.
• Develops and directs the processing, and management of archival collections. This includes determining processing priorities, level of processing for each collection, and directing other professional staff in their processing projects.
• Process complex archival collections using best practices.
• Provides advanced archival research that requires comprehensive knowledge of government organization, knowledge of the classification, arrangement and substance of archival records.
• Manage the development and maintenance of the archive content management system, the ArchivEra based ASK system.
• Reviews and releases finding aid content into Arizona Archives Online.
• Consults with state and local government agencies about maintaining and transferring their permanent records in accordance with state guidelines and standards.
• Oversee and maintain documentation relating to incoming archival materials; assign and manage processing priorities.
• Provide backup reference services for the Archives Reading Room.
• Other duties as assigned.

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 archival collections using best practices, supervising the processing of collections by other professional staff, and maintaining professional standards.
- Provides advanced archival research that requires comprehensive knowledge of government organization, knowledge of the classification, arrangement and substance of archival records.
- Manage the development and maintenance of the content management system, the ArchivEra based ASK system, reviews and releases finding aid content into Arizona Archives Online. Understanding of electronic records management and electronic records repositories. Assist with the planning and implementation of the new Trusted Electronic Records Repository.
- Supervises professional and technical support staff. This includes direct supervision of staff, directing the work of other professional staff and acting as the supervisor when the administrator is not available. This is a leadership position that supervises staff.
- Consults with state and local government agencies about maintaining and transferring their permanent records in accordance with state guidelines and standards as well as retention schedules.
- Oversee and maintain documentation relating to incoming archival materials; assign and manage processing priorities.
- Provide backup reference services for the Archives Reading Room.

Knowledge of:
- Archive content management system -- the ArchivEra ASK system
- XML
- HTML
- On-line archives best practices and principles
- Understanding of electronic records management. and electronic records repositories.
- Operation of computer terminals and software such as Word, Excel, Access and Powerpoint
- Arizona history and the resources to conduct research in Arizona history, advanced writing skills
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in:
- Familiarity with trends in electronic records.
- Appraising, accessioning and processing archival material. All formats.
- Conducting a reference interview and determining patron needs.
- Proper handling of archival materials.
- Management and supervisory skills.
- Strong customer service skills.

Ability to:
- Lift boxes weighing 25 - 30 pounds
- Access archival collections in PODS using OSHA approved ladders.
- Supervise staff as direct reports, including assigning and supervising tasks, instructions on work related projects, approving timesheets and leave, conducting annual reviews.
- 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.

Master’s Degree in History, Library and Information Science or Archival Studies with coursework or internships in archives plus a minimum of (6) years of professional level experience working in an archives. Any combination of training and experience may be substituted.

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.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.