JOB TITLE: ARCHIVIST 4

JOB CODE: 26040 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 administrative and professional work at the division level in the preservation of 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 plans, directs, coordinates, and evaluates a comprehensive program which involves inventorying, appraising, accessioning, arranging, describing, and preserving documentary materials and archival records. Work involves directing professional employees engaged in archival work to ensure the preservation, availability, and dissemination of manuscripts and records and to stimulate interest in the principles and methods of maintaining and using historic manuscripts and records. Work includes developing policies and procedures pertaining to the archival program and overseeing and directing staff in providing guidance to government officials and agencies on records retention, storage, preservation, and disposition. Work is reviewed through reports, conferences, and evaluation of program accomplishments for effectiveness, adherence to policies, and expected outcomes.

   DISTINGUISHING CHARACTERISTICS:

• Work is distinguished from the lower-level jobs by the responsibility for supervising a subordinate supervisor(s) and planning, directing, coordinating, and evaluating an archival program.

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.)

• Plans and directs the work of professional employees engaged in selecting, arranging, and storing documentary materials and records in the state archives.

• Plans and manages the preservation of public records against physical deterioration, theft, or mutilation, and the restoration of damaged materials.

• Develops policies and procedures pertaining to the accessioning, preservation, retention, and disposition of records, manuscripts, and documents.

• Directs and manages activities pertaining to locating, acquiring, accessioning, and preserving historic documents.

• Manages and directs staff in providing advice, guidance, and consultation to state and local government officials and agencies on records retention, storage, and preservation issues, and on the disposition of public records.

• Supervises and performs historic research for writing articles and publications and responding to inquiries from the public and researchers on issues of historic interest

and importance. • Speaks before professional or lay groups and supervises the planning of informational programs, conferences, workshops, and seminars to explain archival policies and procedures, or to stimulate interest and appreciation for the Pennsylvania Historical and Museum Commission (PHMC) archival activities and programs.

• Reviews grant applications from local groups to PHMC and prepares grant applications from PHMC to external funding institutions.

• Manages and directs the organization and arrangement of public and historic records, manuscripts, and collections.

• 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 manuscripts (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 principles and practices of effective supervision.

• 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)

• Two years as an Archivist 3 (commonwealth title);

or

• Five 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

• Five 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

• Five 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

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