ARCHIVES SPECIALIST A, B or C (Collections Management)

Louisiana is a State as a Model Employer for People with Disabilities.

Check all associated application documentation thoroughly before clicking on the apply button at the bottom of this description.

One vacancy is located in the Archives - Collections Management Section of the Secretary of State , Essen Lane, Baton Rouge, LA.

Job Duties :

• Responsible for employing established techniques, procedures, and policies for the appraisal and assessment of the historical value of records stored by or donated to the State Archives.
• Responsible for the cataloging, accessioning, and inventorying of collections in the care of the State Archives.
• Maintains stacks areas (storage) to ensure that inventory controls and documentation trails are up-to-date on the computer database.

Documents retrievals and ensures retrieved data / collections are returned to the appropriate physical location.

Conducts agency visits and visits storage facilities or private homes to conduct initial analysis of records and manuscripts that are to be transferred or that may be donated to the State Archives.

Schedules pickup of off-site records and manuscript collections.

• Participates in the reproduction of holdings. This includes reviewing requests for reproduction, determining if reproduction of the holding would be appropriate and / or possible, and operating equipment needed to reformat existing paper based records and photographs to digital format.
• Assists in the development of internal procedures and in developing subject guides and finding aids for public use of the collections.
• Assists in conducting historical and governmental research for other state agencies upon request.
• Identifies and provides suggested website and social media updates to designated content editors to keep informational content updated and current.
• Conducts research for exhibit / outreach programs and professional publications as required.
• May be required to lift up to 40 pounds.

AN IDEAL CANDIDATE SHOULD POSSESS THE FOLLOWING COMPETENCIES :

• Communicating Effectively : The ability to relay information correctly and appropriately to connect people and ideas.
• Developing Plans : The ability to prioritize tasks and competing demands to create accurate plans.
• Displaying Expertise : The ability to exhibit specialized skills or knowledge gained from experience or training.

As part of a Career Progression Group, vacancies may be filled from this recruitment as an Archives Specialist A, B or C, depending on the level of experience of the selected applicant.

The maximum salary for Archives Specialist C is $80,267. Please refer HERE for specific information on salary ranges, minimum qualification requirements and job concepts for each level.

No Civil Service test score is required in order to be considered for this vacancy.

Applicants must meet the minimum qualifications for this position in order to be considered.

To apply for this vacancy, click on the "Apply" link above and complete an electronic application, which can be used for this vacancy as well as future job opportunities.

Applicants are responsible for checking the status of their application to determine where they are in the recruitment process.

Further status message information is located under the Information section of the Current Job Opportunities page.

Resumes WILL NOT be accepted in lieu of completed education and experience sections on your application.*

Applications may be rejected if incomplete.

For further information about this vacancy contact :

Ashley Rathcke, HR Specialist

Secretary of State Nancy Landry

Human Resource Division

P. O. Box 94125

Baton Rouge, LA 70804-9125

[email protected]

MINIMUM QUALIFICATIONS : A baccalaureate degree.SUBSTITUTIONS : Six years of full-time work experience in any field will substitute for the required baccalaureate degree.

Candidates without a baccalaureate degree may combine work experience and college credit to substitute for the baccalaureate degree as follows : A maximum of 120 semester hours may be combined with experience to substitute for the baccalaureate degree.

30 to 59 semester hours credit will substitute for one year of experience towards the baccalaureate degree.60 to 89 semester hours credit will substitute for two years of experience towards the baccalaureate degree.

90 to 119 semester hours credit will substitute for three years of experience towards the baccalaureate degree.120 or more semester hours credit will substitute for four years of experience towards the baccalaureate degree.

College credit earned without obtaining a baccalaureate degree will substitute for a maximum of four years full-time work experience towards the baccalaureate degree.

Candidates with 120 or more semester hours of credit, but without a degree, must also have at least two years of full-time work experience to substitute for the baccalaureate degree.

• NOTE : Any college hours or degree must be from a school accredited by one of the following regional accrediting bodies : the Middle States Commission on Higher Education;
• the New England Commission of Higher Education; the Higher Learning Commission; the Northwest Commission on Colleges and Universities;

the Southern Association of Colleges and Schools; and the Western Association of Schools and Colleges.FUNCTION OF WORK : To perform professional archival activities related to the identification, collections, preservation, and maintenance of records and artifacts.

LEVEL OF WORK : Entry.SUPERVISION RECEIVED : Typically, direct from an Archives Supervisor. May receive supervision from higher level personnel.

SUPERVISION EXERCISED : None.LOCATION OF WORK : Department of State.JOB DISTINCTIONS : Differs from Archives Specialist B by the absence of experienced level duties and responsibilities.

EXAMPLES BELOW ARE A BRIEF SAMPLE OF COMMON DUTIES ASSOCIATED WITH THIS JOB TITLE. NOT ALL POSSIBLE TASKS ARE INCLUDED.NOTE : In order to provide adequate coverage and services to meet the internal demands and the demands of all clients, persons occupying these positions will be cross-trained to perform any of the listed examples of work and may be called upon to work in any of the programs within the Archives Division.

Arranges and prepares descriptions of archival collections.Develops finding aids for materials accessioned into archival repository.

Consults with researchers to determine their interest and needs in order to recommend to them appropriate research sources and finding aids.

Examines documents and determines need for repair to arrest deterioration and performs routine repair according to established archival techniques;

notifies supervisor of documents which requires extensive treatment and arranges for transfer to the Conservation Laboratory.

Performs reference and research concerning historical events, collections and genealogy; answers inquiries and furnishes information relating to historical collections;

assists the public in locating informational materials.Conducts research of birth, death, and marriage records for patrons and provides certified or non-certified copies of these vital records when requested.

Prepares materials received by Acquisition Section for shelving by indicating space locations and accession numbers on boxes, folders and three-dimensional items.

Maintains files of agency records transmittal forms and disposal notice forms for the Records Center.Assists with the planning and implementation of in-house and traveling exhibits.

Consults with Acquisitions Section on identifying materials suitable for display. Arranges for loan of materials maintained in archival holdings for in-house and traveling exhibits.

Processes record microfilm. Reviews records to identify duplicates, records in need of repair, and records containing confidential material.

Participates in the conservation and preservation of archival holdings, oversees the reproduction of holdings, and reviews requests for the reproduction of holdings.

Researches and identifies recordkeeping requirements to document business functions of state agencies.Assists in providing records and information management training for state agencies.

Assists in disaster recovery planning to provide for the availability of and access to organizational records and information following a business disruption.

J-18808-Ljbffr