Review Vacancy
AgencyEducation Department, State
TitleArchives & Records Management Specialist 4, Box OCE-1594/26072
Occupational CategoryNo Preference
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $101410 to $125001 Annually
Appointment Type Contingent Permanent
Duties Description The New York State Education Department’s (NYSED) Office of Cultural Education is seeking candidates for an Archives and Records Management Specialist 4 (ARMS 4) position in the New York State Archives (NYSA), Government Records Services Division. The ARMS 4 will be responsible for the management and oversight of the Digital Records Services Unit in meeting NYSA’s responsibilities for managing born digital records throughout the records lifecycle. The ARMS 4 will also be responsible for operating and maintaining the related administrative and public information systems that support NYSA’s life cycle responsibilities. Under the direction of the Director of Government Records Services, the selected candidate will:
• Implement Digital Records Services program evaluation to assess the unit’s effectiveness, ensure accountability, and inform long-term planning;
• Lead the implementation and integration of key archival and records management systems, ensuring that such systems support NYSA operations, are based in professional standards and best practices and are appropriately documented. Such systems include NYSA’s archives management system, state agency records scheduling application, public digital collections, finding aid discovery system, and digital records preservation and access system;
• Oversee website administration and content operations for NYSA’s Drupal-based website, ensuring that information about NYSA services and holdings is current, accurate, accessible, and easily discoverable;
• Lead projects designed to advance NYSA capabilities for acquiring, preserving, managing, and providing access to digital archival records;
• Lead the development of enhanced services to state agencies and local governments in managing digital records, including non-archival records;
• Participate in the development and implementation of institutional policies, workflows, and standards for the end-to-end life-cycle management of digital records;
• Participate in the identification and implementation of improvements to NYSA’s digital records programs by assessing effectiveness, identifying gaps, and driving innovation;
• Implement systems and protocols designed to protect digital assets from technological obsolescence, ensuring long-term accessibility and reliability;
• Oversee the conversion of analog records to digital formats for preservation and access, especially audio-visual materials;
• Manage the direct transfer of digital records from State Agencies to the State Archives for preservation and access, including maintaining and operating systems and software;
• Direct the development of quality/internal controls review of documentation for digital and audio-visual records to support the accessioning function;
• Participate in projects designed to facilitate the discovery and delivery of born digital and digitized records to researchers; and
• Supervise and develop the skills of Digital Records Services staff.
Minimum Qualifications MINIMUM QUALIFICATIONS:
Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Archives and Records Management Specialist 4.
Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.
Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated SG-24 or higher eligible to transfer under Section 52.6 of the Civil Service Law.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must have one year of permanent service as an Archives and Records Management Specialist 3. Provisional candidates must take the examination for Archives and Records Management Specialist 4 when it is next offered and must be reachable on the resulting eligible list to maintain employment.
Additional Comments CONDITIONS OF EMPLOYMENT: This will be a contingent permanent or a temporary provisional appointment. Provisional candidates must take the examination for Archives and Records Management Specialist 4 when it is next offered and must be reachable on the resulting eligible list to maintain employment. Promotions and transfers may change appointees’ negotiating unit. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office.
This position leads to a maximum salary of $125,001 based on annual performance advances.
New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.
Interested in a job with New York State, but don’t know where to start?
Visit these links for information on working for New York State:
• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf
Generous benefits of working for New York State, including, but not limited to, the following:
Holiday & Paid Time Off
• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.
Health Care Benefits
• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.
Additional Benefits
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.
New York State Education Department
Box OCE-1594/26072
89 Washington Avenue, Room 528 EB
Albany, New York 12234
Fax: (518) 486-5631
E-mail: ocejobs@nysed.gov
Some positions may require additional credentials or a background check to verify your identity.
Name Office of Human Resources Management
Email Address ocejobs@nysed.gov
Address
Street NY State Education Department
89 Washington Avenue, OHRM, 528 EB
Notes on ApplyingNotes on Applying APPLICATION: Qualified candidates should send a resume and letter of interest by July 1, 2026 to ocejobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1594/26072) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.