SECRETARY OF STATE (DEPT OF STATE)

Address: 1901 W Madison St | Phoenix, AZ 85009

Salary: $22.51/$46,820.48 - $24,71/$51,387.64

Grade: 19

This position is supported by funding provided through the Library Services and Technology Act (LSTA) Grant Program. The position is established for the period of grant funding and is subject to funding availability, grant requirements, and project needs. Employment beyond the grant-funded period is not guaranteed.

The Archivist is an essential position to provide support to our branch and division. The roles and responsibilities are designed to best serve the state and meet the mission of the branch.
- Process archival collections using best practices
- Provide archival research and reference that requires comprehensive knowledge of government organization, knowledge of the classification, arrangement and substance of archival records
- Enter information into the Content Management System ArchivEra
- Assist Lead Archivist with projects, such as group processing, presentations, and advanced research.
- Consult with state and local government agencies about maintaining and transferring their permanent records in accordance with state guidelines and standards
- Provide reference services for the Archives Reading Room and on-line questions.
- Other duties as assigned

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.

Processing collections. This includes the processing of paper records, updating the information in our CMS, and making these changes available to the public.

Assisting Lead with projects. This includes group processing, major tasks, and advanced research.

Data Entry and Cleanup. Entering information into our CMS and cleaning up any errant data.

Reference and Outreach. The position will provide reference services for the general public; both on-line and in-person. The position will also assist in outreach activities throughout the year, with a focus on Archives Month in October.

Consult with state and local government agencies about maintaining and transferring their permanent records in accordance with state guidelines and standards.

Electronic Records. Assist the Electronic Records team in processing, preserving, and providing access to electronic records.

Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge of:
- Archive content management system - the ArchivEra based ASK system.
- XML
- HTML
- On-line archives best practices and principles
- Operation of computer terminals and software such as Word, Excel, Access, and Powerpoint
- Arizona history and the resources to conduct research in Arizona history, advance writing skills

Skill in:
- Familiarity with trends in electronic records
- Appraising and accessioning archival material
- Conducting a reference interview and determining patron needs
- Proper handling of archival materials
- Customer service
- Social Media

Ability to:
- Lift boxes weighing 20-30 pounds
- Access archival collections in a cold climate controlled PODS using OSHA approved ladders.
- 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.

Valid AZ Driver's License

Master’s degree in history or Master of Library and Information Science and three years of experience in records management, historical research or technical archivist work. Graduate studies in a closely related field may be substituted for the required experience on a year for year basis. Any combination of training and experience that meet the (KSAs) 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 program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page

State employees are required to participate in the Arizona State Retirement System (ASRS), the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period. The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

On, or shortly after, your first day of work you will be provided with additional information about the available insurance plans, enrollment instructions, submission deadlines and effective dates.

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