Archival Program Administrator

5 days ago

Springfield, Illinois, United States Illinois Secretary of State Full time
Job Title: Archival Program Administrator

Join the Illinois Secretary of State team as an Archival Program Administrator, responsible for planning and administering the Records Management functions of the State Records Management Section and the Local Records Management Section.

Key Responsibilities:
  • Plan, develop, and administer the State and Local Records Management Sections
  • Monitor and review processes and procedures for preparing applications for consideration by the State and Local Records Commissions
  • Review applications prior to presentation to commission rulings
  • Approve agendas and minutes of commission meetings and oversee the preparation and filing of special request notices, itineraries of field representatives, correspondence, and disposal applications
  • Monitor, review, and approve routine daily office procedures, including personal leaves, vacations, flex time, supplies, and interpretation of policy
  • Deal with custodial staff on maintenance of the Records Management Section
  • Monitor usage and upkeep of state automobiles assigned to field staff and authorize use, rotation, and maintenance of such vehicles
  • Interpret and implement the Archives Five Year Plan pertaining to the Records Management Section
  • Develop workshops and seminars on local and state records management
  • Work with agency representatives, government officials, public relations specialists, and graphic designers
  • Plan records management manuals and develop records management procedures applicable to machine-readable records
  • Direct and supervise the Records Center, responsible for temporary storage of state agencies' concurrent records
  • Develop and implement improved procedures and operations, such as creating a procedure manual and establishing computer control of records
  • Promote professional standards among subordinates
  • Encourage advanced education, enrollment in seminars, and workshops
  • Disseminate articles concerning records management
  • Participate in on-site visits with field representatives to state and local agencies to monitor activities and develop training programs for staff
  • Keep abreast of latest archival and records management techniques and trends
  • Research matters new in the field of records management, including current trends towards computer-generated records
  • Serve as administrative arm of the State and Local Records Commissions
  • Research topics pertaining to specific questions or concerns arising out of commission meetings
  • Contact state officials, state agencies, and local government officials on behalf of commissions
  • Serve as official representative of the commissions in responding to inquiries from state and local governmental entities
  • Serve as secretary of state resource person relating to the history of Illinois capitols
Requirements:
  • Equivalent to the completion of a master's degree, preferably with coursework in public administration, history, business administration, political science, library science, archival management, or records management
  • Two years of professional supervisory archival, records management, or closely related experience
  • Possession of credentials as a certified archivist or records manager will be credited as six months of related professional supervisory experience
  • Applicants with a legal background or law degree are encouraged to apply
Application Process:

Please visit https://www2.illinois.gov/ to apply by completing the online application. You may also upload a resume or other attachments as needed.

Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.

Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago () or Springfield ()

Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.

Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.

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