Archival Program Administrator - Illinois Secretary of State

Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:     Archival Program Administrator
Division:     Records Management
Union:         N/A
Location:    100 W Jackson St, Springfield, IL – Sangamon County

Salary:        Starting at$5,586.00 monthly, commensurate with experience
          
Overview: 

Performs professional administrative duties in planning and admini­stering the Records Management functions of the State Records Management Section did the Local Records Management Section.

Duties and Responsibilities:

• Plans, develops and administers the State and Local Records Management Sections; monitors and reviews the processes and procedures which prepare applications. for consideration by the State and Local Records Commissions including on-site visitations by field representatives, legal research and record analysis; reviews applications prior to presentation to commission rulings; approves agendas and minutes of commission meetings and oversees the preparation and filing of special request notices, itineraries of field representatives, correspondence and disposal applications.
• Monitors, reviews and approves routine daily office procedures including personal leaves,                 vacations, flex time, supplies and interpretation of policy; deals with custodial staff on maintenance of the Records Management Section; monitors usage and upkeep of state automobiles assigned to field staff and authorizes use, rotation and maintenance of such vehicles.

• Interprets and implements the Archives Five Year Plan pertaining to the Records Management Section; develops workshops and seminars on local and state records management; works with agency representatives, government officials, public relations specialists and graphic designers; plans records management manuals and develops records management procedures which are applicable to machine ­readable records.

• Directs and supervises the Records Center, the office responsible for temporary storage of state agencies' concurrent records; in cooperation with the Director and the Records Center supervisor, develops and implements improved procedures and operations (e.g. creation of procedure manual, establishment of computer control of records) and discusses solutions to problem situations (e.g. shortage of records storage space).
• Promotes professional standards among subordinates; encourages advanced education, enrollment in seminars and workshops; disseminates articles concerning records management; participates in on-site visits with field representatives to state and local agencies to monitor activities and to develop training programs for staff.
• Keeps abreast of latest archival and records management techniques and trends; researches matters which are new in the field of records management including current trends towards computer generated records.
• Serves as administrative arm of the State and Local Records Commissions; researches topics pertaining to specific questions or concerns arising out of commission meetings; contacts state officials, state agencies and local govern­ment officials on behalf of commissions; serves as official representative of the commissions in responding to inquiries from state and local govern­mental entities.
• Serves as secretary of state resource person relating to the history of Illinois capitols
• Performs other duties as required or assigned.

Specific Skills:

• Requires thorough knowledge of professional archival and records management theory, principles, methods, materials and practices.
• Requires thorough knowledge of archival systems, automation techniques, and development theory.
• Requires thorough knowledge of records management techniques, applications, and developmental theory.
• Requires thorough knowledge of archival materials and their value to archives staff and patrons.
• Requires thorough knowledge of the principles and methods of classifying, arranging, describing, cross-referencing and researching documents.
• Requires thorough knowledge of the organization and structure of state and local government and local and regional history.
• Requires extensive knowledge of personal computer program applications such as database, spreadsheet and word processing, especially as they are used in the archival science and records management field.
• Requires working knowledge of standard office practices, procedures and methods.
• Requires ability to administer and direct high level professional staff activities.
• Requires ability to maintain good working relations with government officials, the general public and members of the archival community.
• Requires ability to communicate effectively both orally and in writing.
• Requires ability to interpret archival policies, objectives, and laws, rules and regulations to archival boards, governmental agencies, educational bodies, professional associations, and public groups.
• Requires ability to analyze technical or administrative reports and to draw conclusions on which to base administrative decisions.
• Requires willingness to pursue professional development opportunities and to foster professional development of subordinate staff.
• Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
• Requires ability to lift and carry up to 25 lbs.

Education and Work Experience:

Requires equivalent to the completion of a master’s degree, preferably with coursework in public administration, history, business administration, political science, library science, archival management or records management, AND two years of professional supervisory archival, records management, or closely related experience.

Possession of credentials as a certified archivist or records manager will be credited as six months of related professional supervisory experience.  Applicants with legal background or law degree encouraged to apply.

Application Process: 

• Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume or other attachments as needed.
• Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
• Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).  

 
Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
 

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