GENERAL DESCRIPTION OF CLASS
The ARCHIVIST collects, evaluates, arranges, describes,
and preserves archival records, researches and provides reference services of those records, and consults with
the Agency and/or other State and local government agencies on records management.
This is the second level of a two-level series. Employees at
this level independently perform the full range of archival work.
DUTIES AND RESPONSIBILITIES
The duties listed below are not inclusive but characteristic
of the type and level of work associated with this class. Individual positions may perform all or some combination
of the duties listed below as well as other related duties.
- Records Processing.
Agency or other State and local government records by evaluating the nature, scope and original order of the records,
the history, functions and types of materials, their relationship to previous accessions and continuity with existing
arrangements of similar records. Appraise records for administrative, legal, fiscal, and research value.¿
Determines disposition of records, including permanent or temporary
storage, appropriate method to preserve documents, or destruction.¿ Arranges, sorts and categorizes records according to archival
principles. Prepare document descriptions and reference aids (e.g., subject guides and accession registers) for
use in locating records.
- Reference and Research Services. Discusses research projects with service users to determine relevant resources.
Explains research techniques, service fees, and use of reference aids and equipment. Refers users to other sources
for collateral information.¿ Researches archival records upon request or as part of a research
project, reports findings and provides copies of records, as necessary. Prepares guides to archival information.
Oversees use of archival records to prevent loss or damage. Completes records use slips and prepares bills and
receipts for services.
- Records Management. Develops
general and special records retention schedules for legal approval of the State Archivist. Assists the Agency or
other State and local government agencies in developing agency specific retention schedules. Advises agencies on
proper systems for managing and maintaining agency records, utilizing and implementing retention and disposition
schedules, records storage and retrieval, forms design and control, and proper methods of preserving or disposition
of records.¿ Explains archival procedures and State and Federal public records
requirements and confidentiality laws to agency staff. Reviews requests for legal disposition of records and arranges
for transmittal to the State Archives. Resolves problems related to records disposition, transmittal of or access
to records of the Archives.¿ Inventories and describes records in the custody of State and
local government agencies as part of a comprehensive records management project.
- Public Information Programs. Participates
in outreach and public information programs for state and local government agencies and the public. Writes or prepares
portions of newsletters, brochures, educational materials, audio-visual programs and exhibits. Develops and presents
portions of workshops and seminars.
- Miscellaneous. Edits
guides and publications. Verifies the accuracy of data and results in constructing automated records processing
data bases. Provides guidance and technical assistance to entry-level archivists and clerical staff.
RELATIONSHIPS WITH OTHERS
Employees in this class have regular contact in person, by telephone,
and in writing with the general public and employees of government agencies, scholars, genealogists, other archivists,
or historic depositories to answer research requests, locate and provide records from the Archives, suggest alternative
reference resources, and in preparing and presenting portions of educational outreach programs. Employees also
have contact in person, by telephone and in writing with State and local government agency heads, managers, and
designated records officers on a regular basis to provide technical assistance and advice in laws, rules, and professional
practices related to records processing and records management.
Employees in this class receive general supervision from an archives
manager or other administrative superior who assigns work and reviews completed work for results, accuracy and
appropriateness of recommendations.
State and Federal laws, administrative rules, and professional
manuals published by the Society of American Archivists along with guides and manuals published by archives agencies
of other states are applied in activities related to records processing, records management, research and reference,
and educational outreach programs.
Some positions in this class may require the willingness to work
in an environment which may be poorly lit, damp, musty, dusty, or dirty. Some positions may require lifting boxes
weighing up to 30 pounds and some positions may also require regular travel, including overnight or extended trips.
- A Bachelor's degree with
major coursework (thirty quarter or twenty semester hours) in social
research, public administration, history, political science or a closely
related field; OR
- Two years of college level
coursework AND two years of technical or research experience in
- Four years of technical
experience in archives involving automated archival systems including
methods for automated archival storage and retrieval; OR
- An equivalent combination
of training and technical experience in archives.