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Commonwealth of Pennsylvania |
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POSITION DESCRIPTION FOR JOB POSTING |
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Position Number: 50583147 |
Description Activated On: 2/23/2026 11:32:53 AM |
Position Purpose: Describe the primary purpose of this position and how it contributes to the organization’s objectives. Example: Provides clerical and office support within the Division to ensure its operations are conducted efficiently and effectively. This position is assigned to the Records Service Division and is responsible for the performance of professional duties in support of the agency's local and state governments program and overall division and bureau operations. The position is responsible for acquiring, and accessioning records. |
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Description of Duties: Describe in detail the duties and responsibilities assigned to this position. Descriptions should include the major end result of the task. Example: Types correspondence, reports, and other various documents from handwritten drafts for review and signature of the supervisor. The incumbent: Appraises records in all formats created by all three branches of state government to identify those having historical value and works with agencies in matters of records management and records actions. This involves helping inventory records in government offices, reviewing retention schedules and records actions, interviewing appropriate personnel to establish informational content and use, and researching relevant statutes and regulations in order to make final recommendations on archival value. Promotes state Executive Branch agency compliance with all applicable state laws and directives relating to the creation, retention, destruction, and preservation of government records. Promotes county and local government compliance with all applicable state laws, policies, and regulations related to the creation, retention, destruction, and preservation of official records. This involves answering records management questions from staff, elected officials, and state-wide associations, inspecting and consulting with county/municipal offices on their record keeping practices, reviewing and approving forms related to the destruction and reformatting of records, and updating manuals and retention/disposition schedules. This also involves supporting the activities of the County and Local Government Records Committees and the occasional appraisal and potential transfer of historical county/local government records to the State Archives. Facilitates transfer of state agency records to the State Archives which includes review incoming records to ascertain the scope of each series and preparing preliminary information on the provenance, nature, and content of agency files. Accessions records (regardless of media) from assigned agencies and provides information necessary to ensure adequate processing of records into the Archives collections. Utilizes the Digital Archives and Digital Records Center (DADRC) program to review, accession, and ingest digital records for long term and permanent preservation. Works with others to develop and execute training and educational programs for state and local government employees/elected officials, archivists, and records managers throughout the state. This involves promoting sound archival and records management practices by speaking about state mandates and programs at meetings and seminars, preparing manuals and guidelines, and writing professional and technical articles for local government association publications. Prepares information for the archives and records management websites. Plans and participates in outreach events and other public activities hosted by the State Archives in-person and online. Provides service for reference activities by helping patrons in the search room and working some Saturdays. Promotes the goals of the Pennsylvania Historical and Museum Commission by serving on committees, participating in professional conferences, speaking before various groups and providing outreach through social media and other venues to those interested in preserving the Commonwealth's documentary heritage. Supports the functions of the State Historical Records Advisory Board and associated programs, including grant implementation and administration. Participates in all phases of the division's/bureau's work as required. Duties may involve serving as a work leader for other professional staff or interns. Incumbent is responsible to be familiar with PHMC general safety rules and safety rules specific to this position; for working in a safe manner and following all PHMC safety rules; to immediately report all workplace injuries or incidents to their supervisor; and to immediately correct any safety hazards in the work area or report same to supervisor. Performs other related duties as assigned. |
Decision Making: Describe the types of decisions made by the incumbent of this position and the types of decisions referred to others. Identify the problems or issues that can be resolved at the level of this position, versus those that must be referred to the supervisor. Example: In response to a customer inquiry, this work involves researching the status of an activity and preparing a formal response for the supervisor’s signature. Recommends transfer of archival records to the State Archives as part of records scheduling process for approval by Supervisor, Division Chief, and State Archivist on behalf of PHMC Executive Director. Develops and recommends revisions to agency Web site for approval by Supervisor, Division chief and Bureau Director. Drafts letters to agency heads/Records Coordinators/staff and articles for publications/newsletters, some of which are approved by Supervisor. Researches and makes appropriate response to agency staff and records coordinators about records management or archives policies and holdings. Determines what information is needed to document a record series to be accessioned into the Archives. Makes appropriate decisions concerning the storage of accessioned records. Determines what information should be included in trainings and other records management-related educational activities for state, county, and local government offices. Determines eligibility of grant applications and grant-funded activities conducted by archival repositories. |
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Requirements Profile: Identify any specific experience or requirements, such as a licensure, registration, or certification, which may be necessary to perform the functions of the position. Position-specific requirements should be consistent with a Special Requirement or other criteria identified in the classification specification covering this position. Example: Experience using Java; Professional Engineer License Experience: Licenses, registrations, or certifications: 1. N/A 2. N/A 3. N/A 4. N/A 5. N/A 6. N/A |
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Essential Functions: Provide a list of essential functions for this position. Example: Transports boxes weighing up to 60 pounds.
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