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Archivist/Records Management Specialist

E41

Basic Purpose

Positions in this job family are responsible for performing and/or supervising professional level records management or archival services for the Oklahoma Department of Libraries, or the archival function at other state agencies.

Typical Functions

The functions within this job family will vary by level, but may include the following:

•     Supervises and trains personnel in archival and records management functions and activities.

•     Develops procedures to control the creation, maintenance and use of public records, including the development of retention and disposition schedules in accordance with Title 67 O.S. Sections 201 et seq. and 305 et seq., State and federal regulations and the records management manual.

•     Recommends policy guidelines, procedures and priorities for oral history program; conducts preliminary research and interviews witnesses to historical events and eras; edits and supervises transcription of recorded material; conducts workshops in oral history methodology.

•     Serves as a consultant to state agencies and local governments; appraises public records or historical documents for permanent research value; coordinates transfer of records from agencies to State Archives and/or State Records Center.

•     Assists persons conducting research; makes documents and other information available upon request.

•     Processes materials and prepares finding aids; monitors the indexing, storage and retrieval of materials.

•     Makes presentations to professional organizations and conducts workshops and in-service training.

Level Descriptors

The Archivist/Records Management Specialist job family consists of three levels of work, which are distinguished by the depth, and breadth of accountability the experience required to perform assigned duties and responsibilities, and the responsibility for providing leadership to others.

LEVEL I:                                   Code:  E41A                             Salary Band:  I

This is the basic level where employees are responsible for maintaining and preserving archived materials or assisting agencies in developing and maintaining their records management program and records disposition schedules.

Knowledge, Skills and Abilities required at this level include knowledge of the principles and techniques of archival evaluation, preservation and management; of the principles and techniques of records and information management; of research principles and techniques; of state laws and administrative rules and regulations related to records; of microcomputer applications.  Ability is required to analyze, organize and interpret archival records or records systems; to solve practical archival or records management problems; to establish and maintain effective working relationships with others; and to communicate effectively.

Education and Experience requirements at this level consist of a master's degree in archival administration, library science, history, political science, public administration, or a related field; or registration with the Institute of Certified Records Managers as a Certified Records Manager (CRM) or the Academy of Certified Archivists as a Certified Archivist (CA).

LEVEL II:                                  Code:  E41B                             Salary Band:  K

This is the career or full performance level where incumbents will be expected to perform assigned duties at all levels of complexity.  They will provide guidance and training to lower level staff.

Knowledge, Skills and Abilities required at this level include those identified in Level I plus knowledge of the creation, use, maintenance and disposition of government information and records; and practices and principles of training.

Education and Experience requirements at this level consist of those identified in Level I plus two years of experience in archival or records management work or oral history interviewing;

LEVEL III:                                 Code:  E41C                             Salary Band:  L

This is the leadership level where employees are responsible for performing advanced specialized work in archival or records management services.  They will have oversight of day-to-day operations and provide supervision to other staff.

Knowledge, Skills and Abilities required at this level include those identified in Level II plus knowledge of management and supervisory principles and practices.  Ability is required to develop and implement archival or records management services and programs; and to interpret, analyze and resolve highly complex administrative and personnel problems.

Education and Experience requirements at this level consist of those identified in Level II plus three years of additional qualifying experience.