JOB TITLE: ARCHIVIST 3

JOB CODE: 26030

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 supervisory work preserving documentary materials and digital and non-digital archival records relating to the state’s heritage and to the operation of state and local governments within the commonwealth. An employee in this job supervises professional Archivists working in a portion of a statewide archival program 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 manuscripts and records. Work involves planning and conducting specialized programs for accessioning, inventorying, appraising, arranging, describing, and preserving documentary materials and public records; providing advice and guidance to government officials and agencies on record retention, storage, and preservation issues; and making recommendations relating to the collection and disposition of public records. Work may include planning and participating in informational programs, conferences, workshops, and seminars. Work may also include the supervision of technical and clerical employees. Work is performed independently and is reviewed by a manager for compliance with policies, procedures, regulations, and expected outcomes.

  DISTINGUISHING CHARACTERISTICS:

• Work is differentiated from the lower-level jobs by the responsibility for supervising lower-level Archivists.

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.)

• Performs archival work in planning and conducting programs to ensure the preservation, availability, dissemination, and interest in historically accurate information.

• Interprets and applies the principles of historic writing and research to a specialized archival program.

• Plans and develops local government records surveys, archival processing, or similar activities and provides advice, guidance, and consultation to state and local government officials and agencies on record retention, storage, and preservation issues.

• Supervises the assessment of materials, records, manuscripts, and collections to determine their historic value and importance; and recommends accession or disposition of materials.

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

• Assists in preparing grant applications from PHMC to external funding institutions, and in reviewing grant applications from local groups to the Pennsylvania Historical and Museum Commission (PHMC).

• Evaluates public records from state and local governments and recommends disposal, preservation, or transfer to the State Archives.

• Recommends policies and procedures pertaining to archival activities and practices.

• Supervises and participates in the development of finding guides and other aids for use by researchers and the public.

• Speaks before professional or lay groups and plans informational programs, conferences, workshops, and seminars to explain archival policies and procedures, or to stimulate interest and appreciation for PHMC archival activities and programs.

• Consults with and provides advice and guidance to staff, professional researchers, and the public on archival and historic matters.

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

• Performs the full range of supervisory duties.

• Employees in this job may participate in the performance of subordinates’ work consistent with operational or organizational requirements.

• 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 related to archival work.

• 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)

• Two years as an Archivist 2 (commonwealth title);

or

• Three years 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

• Three years 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

• Three years 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

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