Records Archivist - Illinois Secretary of State

Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:    Records Archivist
Division:     Records Management
Union:         IFT
Location:    1375 W. Whittaker, Salem, IL - Marion County
Salary:        Starting salary $4,196.00 - commensurate with experience.

Overview:

Performs professional records management work involving the evaluation, inventory and processing of local and state governmental records; prepares retention and disposal schedules; determines and gives advice on the legal and historical significance of records.  

Duties and Responsibilities:

• Contacts officials of local governmental units (county, township, municipal, public schools, community colleges and other taxing districts) within assigned area to explain the laws and regulations of the local and State Records Commission, the forms utilized and the procedures for making applications for authority to dispose of records in their possession; makes follow-up contacts with local governmental units to special requests by local and state officials.
• Assists local governmental units in completion of applications to dispose of agency records; prepares document inventory utilizing inventory process describing various records (type, date, arrangement, volume, accumulation) categorized by retention books and approved by the local official on application; searches records to determine retention for each record series as established by the Local and State Record Commission.
• Checks approved applications from agencies within assigned area to determine if records are being disposed of, and if necessary, assists the officials in preparation of disposal certificates; returns incorrect applications off disposal certificates to local agency for explanation and correction.
• Assists supervisor in identifying and inventory of records of legal or historical value to insure transfer to a regional depository in conjunction with IRAD.
•  Assists in the transfer of microfilm to the State Archives from local governments assisting agency with filing the appropriate forms for microfilm.
• Attends monthly meetings of the Local Records Commission where applications are approved, retention periods established, and policies are set; attends such conferences and conventions as directed by supervisor to provide informational material to local officials and consult on benefits of services provided to assist in local records management.
• Prepares and updates weekly itineraries preparing weekly activity report of daily activities ensure proper maintenance and care of assigned state vehicle reporting services provided and needed.
• Performs other duties as required or assigned.

Education and Experience:

Requires knowledge, skill and mental development equivalent to completion of four years college, preferably with coursework in public administration, history, business administration, political science, library science, archival management or records management, and one year of professional experience in archival, records management, or closely related experience. Completion of an approved training program or possession of credentials as a certified archivist or records manager may be substituted for the experience requirement.

Knowledge, Skills and Abilities:

• Requires working knowledge of the principles and methods of classifying, arranging, describing, cross-referencing and researching documents.
• Requires working knowledge of professional archival techniques, systems and procedures.
• Requires working knowledge of records management techniques and applications.
• Requires working knowledge of the organization and structure of state and local government and local and regional history.
• Requires working knowledge of standard office practices, procedures and methods.
• Requires working 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 ability to develop a system to analyze, evaluate and classify documents from many sources.
• Requires ability to maintain good working relations with government officials and the public.
• Requires ability to communicate effectively both orally and in writing.
• Requires willingness to pursue professional development opportunities.
• Required to lift /carry up to and including 50 pounds and push/pull 25-50 pounds. 
• Requires the ability to travel and possession of a valid Illinois Driver’s License.

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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