New York State of Opportunity

Archives & Records Management Specialist 2

Written Test To Be Held
March 17, 2018*
You may be assigned to either Saturday or Sunday.
Please refer to the information below.
Applications Must Be Submitted or Postmarked By
January 31, 2018

 

Exams Included on This Announcement
Exam Number Exam Title Salary Salary Grade Non−Refundable Processing Fee (Waivers available)
26-411 Archives & Records Management Specialist 2 $55,494 G-18 $35

*Due to the size of the candidate population for this test date, you may be assigned to either Saturday, March 17, 2018, or Sunday, March 18, 2018, to take your test. Your admission notice will tell you where and when you are scheduled to appear. You cannot request a day in advance or change your scheduled day.


IMPORTANT: Unless waived, you must pay the non-refundable processing fee. For information on fee waivers, visit https://www.cs.ny.gov/examannouncements/types/oc/appinfo.cfm##Fee. It is important that you verify that you entered the correct examination number and title on your online or paper application prior to submitting. If you apply online, you should immediately review your email confirmation notice to verify that you applied for the correct examination. If you do not receive a confirmation number after submitting your online application, your application was NOT received by the Department of Civil Service. No late applications will be accepted after the filing deadline has passed.

THE LIST RESULTING FROM THIS EXAMINATION WILL BE USED FOR VACANCIES IN THE NEW YORK STATE DEPARTMENT OF EDUCATION IN THE ALBANY, NEW YORK AREA ONLY.

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Minimum Qualifications

On or before March 17, 2018, you must have:

Either 1. a bachelor's degree and two years of professional experience in which the majority of your duties involved one or more of the following:

  1. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;
  2. Providing education, training, grant-in-aid, or direct technical assistance services in records management and/or archives administration for an institution, governmental body, or corporation;
  3. Developing or implementing guidelines, standards, policies and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation;
  4. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;
  5. Acquiring, controlling, preserving, making available, or promoting use of archival records, whether in electronic, paper, or other form for an institution, governmental body, or corporation;
  6. Or 2. a master’s degree and one year of professional experience as described above.

    If you expect to meet the educational requirements by September 30, 2018, you can be admitted to the written test, but you cannot be considered for appointment until you submit proof of successful completion of the educational requirement to the Appointing Authority at the time of the employment interview. Failure to meet the educational requirements by September 30, 2018 may result in your removal from the eligible list.

    Notes

    1. Your degree must have been awarded by a regionally accredited college or university or one recognized by the NYS Education Department as following acceptable educational practices. If your degree was awarded by an educational institution outside the United States and its territories, you must provide independent verification of equivalency. You can write to the Examination Information Desk of the NYS Department of Civil Service for a list of acceptable companies who provide this service. This information can also be found on the Internet at http://www.cs.ny.gov/jobseeker/degrees.cfm. You must pay the required evaluation fee. If you are applying on the Internet, you must mail the independent verification of equivalency to the NYS Department of Civil Service, Albany, New York 12239. Attention: S2SEP.
    2. Appropriate part-time and volunteer experience, which can be verified, will be accepted on a prorated basis.
    3. New York State residence is not required.

    The Positions

    These positions exist in the New York State Education Department in Albany, New York only.

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    Duties

    As an Archives & Records Management Specialist 2, you would provide technical assistance, advice, and leadership to organizations concerning records and information systems management by analyzing records and information systems; review proposals for State and local government records retention and disposal schedules; prepare and present records and archival management education and training programs; and appraise, catalog, interpret, and provide reference and retrieval services for archival and inactive records.

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    Subject of Examination

    There will be a written test which you must pass in order to be considered for appointment. The written test is designed to test for knowledge, skills, and/or abilities in such areas as:

    1. Analysis and management of records and information systems, including electronic systems - These questions test for a knowledge of the analysis and management of records and information systems, including knowledge of electronic systems.
    2. Educating and interacting with the public - These questions test for knowledge of techniques used to interact effectively with individuals and/or community groups, to educate or inform them about topics of concern, to publicize or clarify agency programs or policies, to negotiate conflicts or resolve complaints, and to represent one's agency or program in a manner in keeping with good public relations practices. Questions may also cover interacting with others in cooperative efforts of public outreach or service.
    3. Preparing written material - These questions test for the ability to present information clearly and accurately, and to organize paragraphs logically and comprehensibly. For some questions, you will be given information in two or three sentences followed by four restatements of the information. You must then choose the best version. For other questions, you will be given paragraphs with their sentences out of order. You must then choose, from four suggestions, the best order for the sentences.
    4. Principles and techniques of handling, using, and preserving archival materials - This tests your knowledge of the principles and techniques necessary for the proper handling, using and preserving of archival materials. It includes, but is not limited to, such areas as physical upkeep and preservation of materials, including documents, books, photographs, and other materials, such as those used for genealogical and other historical research.
    5. Understanding and interpreting written material - These questions test for the ability to understand and interpret written material. You will be presented with brief reading passages and will be asked questions about the passages. You should base your answers to the questions only on what is presented in the passages and not on what you may happen to know about the topic.
    Your final score must be 70 or higher in order to pass. Rank on the eligible list will be determined after adding any wartime Veterans' and Civil Service Law Section 85-a credits to your final passing score.

    Important: The Department of Civil Service and other state agencies may communicate with you through email correspondence. This may include the notification of your examination results and canvassing you for interest in appointment. It will be important for you to keep your email address, phone number and mailing address current by logging into https://www.cs.ny.gov/home/myaccount.

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    How To Apply

    Apply On line

    Note: The non-refundable application processing fee must be paid on line via a MasterCard or Visa credit card. If you qualify for a waiver of the application processing fee or you are a member of CSEA (Negotiating Unit 02, 03, 04, or 47) you may also apply on line.

    Archives & Records Management Specialist 2

    You Can Also

    • Download examination application NYS-APP form; or
    • Email cs.sm.examinfo@cs.ny.gov to request NYS-APP forms; or
    • Obtain an NYS-APP form from a State agency or facility personnel/business office; or
    • Request NYS-APP form by calling the Department of Civil Service in the Albany area at 518-457-2487 or toll free at 1-877-697-5627.

    The NYS Department of Civil Service reserves the right to reject for lateness or to accept applications filed after the advertised filing period. All statements you make on your application are subject to investigation.

    If you do not receive a number after submitting your online application, your application was NOT processed.

    Additional Information

    New York State is an Equal Opportunity Employer

    It is the policy of the State of New York to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without unlawful discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, arrest and/or criminal conviction record, or any other category protected by law, unless based upon a bona fide occupational qualification or other exception.

    Appointment to many positions in State government require candidates to undergo an investigative screening. This may include a thorough character investigation, a Federal Bureau of Investigation Criminal Record History Check, a Child Abuse Registry clearance, or other similar procedures. Candidates may be fingerprinted and may be required to pay any necessary fees for that procedure. Depending on the nature of the job, the criminal convictions discovered, or any falsified or omitted information revealed, the investigative findings may bar appointment or result in removal after appointment.

    Eligibility for Employment

    You must be legally eligible to work in the United States at the time of appointment and throughout your employment with New York State. If appointed, you must produce documents that establish your identity and eligibility to work in the United States, as required by the federal Immigration Reform and Control Act of 1986, and the Immigration and Nationality Act.

    Religious Accommodation

    Most written tests are held on Saturdays. If you cannot take the test on the announced test date, due to a conflict with a religious observance or practice, check the box under “Religious Accommodation.” We will make arrangements for you to take the test on a different date (usually the following day).

    Reasonable Accommodations in Testing

    It is the policy of the Department of Civil Service, in accordance with the New York State Human Rights Law and the Americans with Disabilities Act, to provide qualified persons with disabilities equal employment opportunity and equal opportunity to participate in and receive the benefits, services, programs, and activities of the Department. It is the policy of the Department to provide such persons reasonable accommodations and reasonable modifications as are necessary to provide equal opportunity. Persons with disabilities who require an accommodation to participate in an examination must note this on their application. Further information is available from the Test Administration Unit of the Department of Civil Service. In the Albany area, call 518-457-2487. Outside of the Albany area, call toll free at 1-877-697-5627. For TDD services, call NY Relay at 711 (requires a fee) or 1-800-662-1220.

    Admission to Examination

    Notice to appear for the test may be conditional as review of applications may not be made until after the test. If you have not received your notice to appear for the written test three days before the date of the test, email us at AdmissionNotices@cs.ny.gov. Please provide your first and last name, address, and the last four digits of your social security number, and we will provide you with the information you need to attend your written test. If you have an issue other than not receiving your admission notice, please contact our office at (518) 474-6470 in the Albany area or toll free at 1-877-697-5627. Please leave a clear concise message and provide your first and last name, last four digits of your social security number and a daytime phone number.

    Taking State and Local Examinations Scheduled for the Same Day

    If you have applied to take a written test announced by either one or several local jurisdictions (county, town, city) scheduled to be held on the same test date as this written test, you must notify each of the local jurisdictions no later than two weeks before the test date to make arrangements for taking all tests at one test site. All tests will be held at the state examination center. For your convenience, contact information for all local civil service agencies is available on our website at: https://www.cs.ny.gov/jobseeker/local.cfm.

    Cell Phones or Electronic/Communication Devices at the Test Site

    Do not bring cell phones, beepers, headphones, or any electronic or other communication devices to the test site. The use of such devices at the test site in the test room, hallways, restrooms, building, grounds, or other areas could result in your disqualification.

    S2/TA1 SEP-vla
    Issued: 12/29/2017

    This announcement is subject to amendment or cancellation without notice. Do not copy it, or post it to any other site, but link to it instead.