JOB TITLE: ARCHIVIST 2

JOB CODE: 26020

SERIES NATURE OF WORK: The Archivist job series describes work in the preservation of a wide range of documentary materials and archival records relating to Pennsylvania’s heritage and the operation of state and local governments within the commonwealth.

DEFINITION: This is professional work preserving documentary materials and digital and non-digital archival records relating to the state’s heritage and the operation of state and local governments within the commonwealth. An employee in this job performs archival work to ensure the preservation, availability, and dissemination of historic documentary materials and records and to stimulate interest in the principles and methods of maintaining and using historic documentary materials and records. Work involves accessioning, inventorying, appraising, arranging, indexing, describing, and preserving documentary materials and public records. Work may include advising and consulting with state and local officials on records retention, storage, and preservation issues; making recommendations relating to the collection and disposition of public records; and working with or overseeing contractors involved in preservation or storage of records. Work is performed independently and reviewed in progress and upon completion for compliance with policies, procedures, regulations, and expected outcomes.

   DISTINGUISHING CHARACTERISTICS:

• Work is differentiated from the lower-level job by independently determining and administering the processes necessary to accession, inventory, appraise, arrange, index, describe, and preserve documentary materials and public records.

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Accessions, inventories, appraises, arranges, and describes documentary materials and public records from state agencies and units of local government within the commonwealth and from private individuals and institutions who offer their collections to the Pennsylvania Historical and Museum Commission (PHMC).

• Participates in surveys of records from state and local governments; provides advice and guidance to state and local officials and other groups regarding the maintenance and disposition of records.

• Coordinates and oversees the preservation and storage of state and local government records.

• Examines and estimates the historic value and importance of public and private documents and recommends disposal, preservation, or transfer to the State Archives.

• Prepares finding guides and other aids for use by researchers and the public.

• Participates in preparing and reviewing grant applications from local groups to the PHMC or to external funding institutions.

• Gathers historic data and prepares responses to public inquiries.

• Oversees and participates in the maintenance of archival and manuscript collections, searches for information, and oversees the storage and retrieval of records and documentary materials.

• Conducts or participates in informational programs, conferences, workshops, and seminars designed to explain archival policies and procedures or to stimulate interest and appreciation for PHMC archival activities and programs.

• Oversees and participates in the preservation and basic conservation of archival records and documentary materials.

• Utilizes digital files and systems to obtain data, locate records or documentary materials, and enter archival technical and descriptive metadata.

• Reviews and monitors the work of contractors involved in the preservation or storage of records to ensure the quality and timeliness of the work.

• Functions as a lead worker for technical or clerical staff involved in the preservation or storage of records.

• Provides reference services and assistance to patrons accessing microfilm and archival materials.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of the principles and practices of archival science, including the management of records in both digital and non-digital formats.

• Knowledge of the methods, techniques, and materials used in the care and preservation of permanent records and documentary materials, including records in diverse formats, such as maps, photographs, motion picture and microfilm, audio and video tape, and records in electronic format ranging from simple text files to complex CAD or GIS files.

• Knowledge of the principles and practices involved in the appraisal, scheduling, and disposition of public records.

• Knowledge of the laws and regulations pertaining to public records.

• Knowledge of the methods used to perform historic research and evaluate and correlate source materials.

• Knowledge of the methods used to arrange and describe archival materials.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Ability to prepare briefings, seminars, workshops, and conferences for organizations, individuals, and public groups.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• One year as an Archivist 1 (commonwealth title);

or

• One year of professional experience at a formally established archival program performing appraisal and disposition, arrangement and description, or reference services work and a master’s degree in archival science, history, library information science, or information science that includes six graduate credits in archival science;

or

• One year of professional experience at a formally established archival program performing appraisal and disposition, arrangement and description, or reference services work and a master’s degree in archival science, history, library information science, or information science that includes three graduate credits in archival science and completion of either the Society of American Archivists’ (SAA) Arrangement and Description Certificate or the SAA Digital Archives Specialist Certificate;

or

• One year of professional experience at a formally established archival program performing appraisal and disposition, arrangement and description, or reference services work and a master’s degree in archival science, history, library information science, or information science and completion of both the SAA Arrangement and Description Certificate and the SAA Digital Archives Specialist Certificate;

or

• Two years of professional experience at a formally established archival program performing appraisal and disposition, arrangement and description, or reference services work.