Occ. Code 3853100
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ARCHIVES & RECORDS MANAGEMENT SPECIALIST 2, GRADE 18 |
3853200 |
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ARCHIVES & RECORDS MANAGEMENT SPECIALIST 3, GRADE 23 |
3853300 |
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ARCHIVES & RECORDS MANAGEMENT SPECIALIST 4, GRADE 26 |
3853400 |
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ARCHIVES & RECORDS MANAGEMENT SPECIALIST 5, GRADE M-2 |
3853500 |
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ASSISTANT DIRECTOR ARCHIVAL SERVICES & RECORDS MANAGEMENT, M-3 |
3852500 |
New York State Department of Civil Service
Classification Standard
BRIEF DESCRIPTION OF CLASS SERIES
Archives and Records Management Specialists provide technical assistance and leadership to State and local government entities regarding management, legal disposition and storage of active and inactive government records; maintain and enhance the State Archives, including appraising State government records and accessioning archival material into the collection; preserving archival records; providing online and controlled onsite access to archival records; and managing records in all formats including electronic media.
These positions exist only in the State Education Department, Office of the State Archives.
DISTINGUISHING CHARACTERISTICS
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 1: entry level.
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 2: full performance level, may supervise lower level staff and help train new staff.
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 3: unit supervisor.
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 4: program manager.
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 5: program area manager.
ASSISTANT DIRECTOR ARCHIVAL SERVICES & RECORDS MANAGEMENT: serves as overall Assistant Director of State Archives and Records Administration.
illustrative duties
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 1: assist higher level staff in providing technical assistance, advice, and leadership to organizations in New York State concerning records and information systems management.
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 2: 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.
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 3: provide technical assistance and leadership to organizations concerning the management of records and information systems, supervise a program unit, lead a project team or operate a field office. Analyze complex systems; respond to difficult customer requests and make recommendations on recordkeeping methods, tools and service delivery; assist in the development of program policies; prepare and disseminate publications and training materials; assist in the preparation of budget and grant proposals; and supervise staff. Develop workshops, publications, and other products and services relating to records management, archives, and grant application. Prepare and present training on records management, archives, and applying for grants.
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 4: manage a specific functional area, such as researcher services or local government records services; play a lead role in the development of statutes, regulations, policies and procedures, and lead teams and customer advisory groups in problem solving, recommend and implement solutions; recommend strategies, business process improvements and performance measures for development of archives and records management programming; and supervise staff.
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 5: manage a program area, such as Archival Services or Government Records Services; coordinate activities, resources, and policy and program development; provide leadership, technical assistance, and advice to organizations concerning the management of historical records; represent the program area at professional and constituent meetings; oversee long-term planning and evaluation for program area; prepare budget and grant proposals; and supervise staff.
ASSISTANT DIRECTOR ARCHIVAL SERVICES & RECORDS MANAGEMENT: under general direction of the Assistant Commissioner who serves as the State Archivist, oversees day-to-day operations in the State Archives including coordination of activities of the two major program areas; oversee preparation of the State Archives budget; manage the State Archives fiscal and staff resources; and coordinate strategic planning for the State Archives including implementation, monitoring and evaluation of progress.
MINIMUM QUALIFICATIONS
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 1
Master's degree in history, government, business or public administration, political science, American studies, library/information science, or archival administration.
ARCHIVES & RECORDS MANAGEMENT SPECIALIST 2
Promotion: one year of permanent service as an Archives and Records Management Specialist 1.
Open Competitive: master's degree in history, government, business or public administration, political science, American studies, library/information science, or archival administration and two years of professional experience in which the majority of 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.
ARCHIVES AND RECORDS MANAGEMENT SPECIALIST 3
Promotion: one year of permanent service as an Archives and Records Management Specialist 2.
Open Competitive: a master's degree in history, government, business or public administration, political science, American studies, library science, information science (not computer science), or archival administration and four years of experience as described above, including at least two years of direct supervision of professional staff or responsibility for administration of an archives and records program.
ARCHIVES AND RECORDS MANAGEMENT SPECIALIST 4
Promotion: one year of permanent service as an Archives and Records Management Specialist 3.
ARCHIVES AND RECORDS MANAGEMENT SPECIALIST 5
Promotion: one year of permanent service as an Archives and Records Management Specialist 4 or as an Archives and Records Management Specialist 3.
ASSISTANT DIRECTOR ARCHIVAL SERVICES & RECORDS MANAGEMENT
Promotion: one year of permanent service as an Archives and Records Management Specialist 5.
Date: 8/15
NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.