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Review Vacancy

Date Posted 03/08/24

Applications Due03/29/24

Vacancy ID153351

NY HELPNo

AgencyEducation Department, State

TitleArchives and Records Management Specialist 2 (NY HELPS), Box OCE-1386/26031

Occupational CategoryNo Preference

Salary Grade18

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $63108 to $80248 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

Workweek Mon-Fri

"Other" Explanation Monday through Friday (9:00am – 5:00pm) with rotating Saturdays (9:00am – 5:00pm)

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address Office of Cultural Education

New York State Archives

City Albany

StateNY

Zip Code12234

Minimum Qualifications MINIMUM QUALIFICATIONS:

NY HELPS
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:
Either 1: a bachelor's degree AND TWO years of professional experience in which the majority of your 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;

OR 2: a master’s degree and ONE year of professional experience as described above.

COMPETITIVE MINIMUM QUALIFICATIONS:

Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Archives and Records Management Specialist 2.

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-16 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

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and one the following minimum qualifications:
Either 1: a bachelor's degree AND TWO years of professional experience in which the majority of your duties involved one or more of the following:
6. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;
7. 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;
8. Developing or implementing guidelines, standards, policies, and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation;
9. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;
10. 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;

OR 2: a master’s degree and ONE year of professional experience as described above.

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

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:

Either 1: a bachelor's degree AND two years of professional experience in which the majority of your duties involved one or more of the following:
11. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;
12. 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;
13. Developing or implementing guidelines, standards, policies, and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation;
14. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;
15. 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;

OR 2: a master’s degree and one year of professional experience as described above.

Provisional candidates must take the examination for Archives and Records Management Specialist 2 when it is next offered and must be reachable on the resulting eligible list to maintain employment.

Duties Description The New York State Education Department’s (NYSED) Office of Cultural Education is seeking candidates for an Archives and Records Management Specialist 2 position in the New York State Archives (NYSA). This position will be assigned to the Access Services Unit. Access Services is responsible for accessioning, describing, and housing archival records transferred by state agencies in a manner that ensures long-term preservation and public accessibility. Description staff in Access Services ensure that published finding aids, website resources, and digital collections adhere to professional and institutional standards and maximize public accessibility to State Archives records. Additionally, Description staff research, identify, implement, and oversee the use of software resources for managing and publishing descriptive data and access tools relating to State Archives records. Under the direction of the Archives and Records Management Specialist 3, duties of this position include but are not limited to:
• Create or enhance finding aid descriptions and state agency administrative histories;
• Compile and submit documentation for name authority proposals to the State Library;
• Complete routine edits to all modules in ArchivesSpace;
• Assist with inclusive archival description under guidance of Diversity and Inclusion Team;
• Provide onsite and remote researcher consultation services;
• Accession and conduct needs assessments for archival state agency records, including those in digital format and on microfilm;
• Supervise interns and office assistants in rehousing and indexing archival records; and
• Carry out other tasks as assigned to support the work of Archival Services and the State Archives.

Additional Comments CONDITIONS OF EMPLOYMENT:

This will be a contingent permanent, competitive appointment, a contingent permanent non-competitive appointment, or a temporary provisional appointment. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. Provisional candidates must take the examination for Archives and Records Management Specialist 2 when it is next offered and must be reachable on the resulting eligible list to maintain employment. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and is subject to verification of applicant eligibility. 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. Verification of education and experience will be required at the time of interview for all candidates. This position will require 5% in-state travel annually.

This position leads to a maximum salary of $80,248 based on annual performance advances.

APPLICATION: Qualified candidates should send a resume and letter of interest by March 29, 2024 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-1386/26031) 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.

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).
• Opportunities for telecommuting.
• Eligibility for various life insurance options.

Some positions may require additional credentials or a background check to verify your identity.

Name Office of Human Resources Management

Telephone (518) 474-5215

Fax (518) 486-5631

Email Address ocejobs@nysed.gov

Address

Street NY State Education Department

89 Washington Avenue, OHRM, 528 EB

City Albany

State NY

Zip Code 12234

 

Notes on ApplyingAPPLICATION: Qualified candidates should send a resume and letter of interest by March 29, 2024 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-1386/26031) 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.

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