Job Posting: ARCHIVIST I

Secretary of State

JC-436517
-
ARCHIVIST I
ARCHIVIST I

$5,242.00 - $6,560.00 per Month

Final Filing Date: 6/27/2024

Job Description and Duties

If you enjoy working in a dynamic and engaging environment, this job may be for you. The Secretary of State’s Archives Division (California State Archives) is recruiting to fill a permanent, full time Archivist I position within our Research Services Unit. As a member of the California State Archives’ team, you will serve as a member of the Research Services Unit within the State Archives. A Training and Development Assignment will be considered for this recruitment. To be appointed to the classification, the successful T&D candidate must fully meet the minimum qualifications, both experience and educational, by the end of the T&D assignment.

Created by California’s first law, the California State Archives has collected, preserved, and provided access to the State’s permanent governmental records collections and other materials since 1850. The State Archives’ collections include more than 300 million documents and appeal to a wide variety of researchers whose interests range from legislative intent and public policy to genealogy and railroad history in California.

Under the general direction of the Reference Services Manager, the Archivist I ensures program accountability, works on requests from the public, and directs initiatives to streamline research requests, and preserves historical records in the State Archives’ collections.

As an Archivist I you will also be responsible for:
  • Serving as a member of the Reference Team, responding to the most complex researcher questions.
  • Providing excellent customer service to researchers and assisting them with identifying and accessing historical records and collections materials.
  • Monitoring and responding to reference inquiries and program correspondence.
  • Coordinating with other team members to pull records, copy, duplicate, and digitize records in multiple formats.
  • Maintaining security within the Research Room.
  • Maintaining expertise with program standards and procedures.
  • Accessioning records and adding information to the online catalog.
  • Arranging and describing records in historical collections, including the development of online finding aids and other research tools.
  • Creating research guides and resources for the public to conduct their research.
  • Providing basic preservation measures for records including re-boxing, re-foldering with acid and lignin free materials.
  • Assisting with the implementation of new technology to provide broader online access to records for the public.
Supplemental Questionnaire:
Applicants must submit a Supplemental Questionnaire responding to the questions listed below, it should be no more than two (2) pages typed, using business professional font, font size, and formatting. Responses do not need to include the question but must be numbered in the same order. Applications submitted without the Supplemental Questionnaire will not be considered.

Applicants must answer the following questions:
  1. Describe an instance when you provided outstanding internal and external customer service.
  2. Describe your experience in a fast-paced work environment with an emphasis on shifting priorities.
  3. Describe your experience working with restricted information and drafting and sending correspondence.
  4. Share your knowledge and experience working in a team environment.

You will find additional information about the job in the Duty Statement.

Working Conditions

The incumbent must be able to work 8:00 a.m. to 5:00 p.m. primarily. However, hours may vary based on workload. Positions provide telework opportunities based upon the agency’s telework policy and business needs.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

Position Details

Job Code #:
JC-436517
Position #(s):
785-302-2805-XXX
Working Title:
ARCHIVIST I
Classification:
ARCHIVIST I
$5,242.00 - $6,560.00 A
# of Positions:
1
Work Location:
Sacramento County
Telework:
Hybrid
Job Type:
Permanent, Full Time

Department Information

The Office of the Secretary of State (SOS) consists of nearly 600 dedicated public servants who uphold the rights of Californians while also striving to make our government, elections, and businesses both accessible and transparent. Led by an elected leader, accountable to the public, we are dedicated to fostering career development opportunities and growing a skilled workforce that embraces inclusion and values diversity.

Located in downtown Sacramento, the SOS building is within walking distance to a variety of eateries and amenities. Light Rail, State Capitol, Downtown Commons (DOCO), and Golden 1 Center, just to name a few. Conveniently located in the SOS building, the Gold Rush Grille offers delicious daily specials for breakfast or lunch and is open to the public. Our on-site childcare incorporates programs for children six weeks to five years old. Priority waitlist access and special discounted rates are available for SOS employees.

For more information about the SOS, please visit sos.ca.gov.

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 6/27/2024

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply. Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process.
Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

Secretary of State
Attn: Natalie Venegas
1500 11th St - 4th Floor - Suite 475
Sacramento, CA 95814

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

Secretary of State
Natalie Venegas
1500 11th St - 4th Floor - Suite 475
Sacramento, CA 95814
Please drop off applications at the first floor lobby rotunda.
08:00 AM - 05:00 PM

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

  • Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
  • Resume is optional. It may be included, but is not required.
  • Supplemental Application - Please provide your responses to the supplemental questions as directed above.
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:
  • Understanding of archival principles and terminology.
  • Experience providing reference services for patrons using historical collections.
  • Experience accessioning and processing historical records.
  • Multi-tasking, flexibility, and ability to change priorities quickly.
  • Knowledge of archival standards for creating finding aids, including DACS and EAD.
  • Experience and knowledge of digitization projects.
  • Experience working in an archives, library, or historical institution.
  • Ability to interact effectively with all levels of agency staff, division staff, and ability to provide service the public.
  • Proficiency using Microsoft Office applications (e.g. Word, Excel, PowerPoint, Outlook, Teams, Office 365).
  • Experience or familiarity with collection management systems.
  • Understanding of the techniques for managing and preserving electronic records.
  • Strong knowledge or experience working in outreach or reference activities.
  • Experience with the public records/information practices act.
  • Familiar with Completed Staff Work.
  • Experience working in a fast-paced, team-oriented environment.

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

Contact Information

The Human Resources Contact is available to answer questions regarding the position or application process.

Human Resources Contact:
Natalie Venegas
(916) 653-6974
Nvenegas@sos.ca.gov

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

EEO Contact:
Sarah Bielski
(916) 653-6974
sbielski@sos.ca.gov
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

Equal Opportunity Employer

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.