JOB TITLE: DIRECTOR, BUREAU OF THE PENNSYLVANIA STATE ARCHIVES, PHMC

JOB CODE: 26090

DEFINITION: This is highly responsible administrative and professional work in the management of the holdings, programs, and services of the Pennsylvania State Archives, Pennsylvania Historical and Museum Commission (PHMC).

The employee in this job directs the location, appraisal, acquisition, accessioning, arrangement, description, preservation, storage, and provision of access to manuscripts, public records, and other documents of permanent public interest or historical significance.

Work involves implementing the Commonwealth Records Management Program in conjunction with the Office of Administration; overseeing the operations of the State Records Center; providing archival services to county and municipal governments, school districts, and the judiciary; and promoting interest in the preservation of the state’s documentary heritage. Work includes developing and implementing policies pertaining to the accession, disposition, and use of public and private records and manuscripts; and adapting agency operations to integrate new technologies into archival and records management, including the use of information systems for storing and accessing records. An important aspect of this work is serving as the State Archivist and advising representatives of Commonwealth agencies regarding the retention and disposition of agency records consistent with administrative and legal requirements. Supervision is exercised over professional, administrative, and support staff. Work is reviewed through reports, conferences, and the evaluation of program accomplishments for effectiveness and adherence to departmental policies and expected outcomes.

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.)

• Directs the collection, organization, restoration, and long-term protection and preservation of historical and public records.

• Develops, recommends, coordinates, and implements policy related to the acquisition, storage, disposition, use, and retention of public records, collections, and materials.

• Establishes policies and objectives to preserve and make accessible electronic records which have permanent or archival value.

• Oversees the digitization of paper records and the development of systems to make such records accessible online.

• Directs the operation of the State Records Center to provide efficient and secure storage, inventory, and retrieval of inactive state agency records.

• Serves as an archival consultant to agency staff, outside groups, and individuals.

• Oversees the preservation and storage of special collections including photographic prints and negatives, maps, postcards, posters, audio recordings, and motion picture films.

• Oversees facilities and environmental controls to ensure the proper preservation and storage of archival materials.

• Serves on the State Records Committee by participating in the development of State Records Management Program policies and procedures, reviewing and recommending Executive Board approval of the General Records Retention and Disposition Schedule, and reporting records issues to the Secretary of Administration.

• Serves on the State Historical Records Advisory Board as State Historical Records Coordinator.

• Speaks before professional and lay groups and participates in professional organizations to promote interest in historical and archival activities.

• Directs staff in the development and maintenance of research assistance services and development and presentation of training on archival methods, records management, and related matters.

• Oversees the development of brochures, newsletters, and other materials promoting programs and services.

• Analyzes the potential impact of proposed legislation and makes recommendations to align the program to national and international standards.

• Prepares policy and position papers on archival and records management issues.

• Manages the bureau budget.

• Performs the full range of supervisory duties.

• The employee 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 and administration, including the management of electronic records.

• Knowledge of the methods, techniques, and materials used in the care and preservation of permanent records and manuscripts, including records in diverse formats, such as maps, photographs, motion picture and microfilm, audio and video tape, and records in electronic format.

• Knowledge of the methods and techniques used to determine the importance and historic value of materials, records, and manuscripts.

• Knowledge of the sources, methods, and techniques used in historical research.

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

• Knowledge of the principles and practices of records management.

• Knowledge of the principles and practices of employee supervision.

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

• 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)

• Five years of professional experience in archival work, including three years in a supervisory capacity; and a master’s degree in history, archival science, library information science, information science, or a closely related field;

or

• An equivalent combination of experience and training that includes three years of professional supervisory experience in archival work.