SECRETARY OF STATE (DEPT OF STATE)

SECRETARY OF STATE (DEPT OF STATE)

The mission of the Office of the Arizona Secretary of State is to provide services throughout the state to:

Preserve our history

Promote engagement; and

Protect the future

The office strives to achieve this mission by being trusted accessible innovative and secure

Address: 1901 W Madison St Phoenix Az 85009

Salary:

$22.50/hr - $24.70/hr

Grade: 19

This position is responsible for managing the archives reference services at the Polly Rosenbaum State Archives and History Building. This includes providing advanced archival research that requires comprehensive knowledge of government organization knowledge of the classification system arrangement and substance of archival records. This includes tours of the Archives units within the building. This individual needs an understanding of electronic records management and electronic records repositories. Utilizes other reference tools to answer reference questions both in person and via e-mail. This also includes collaborating with the Lead Reference Librarian and Desk Associates. Key reference archivist for archives patrons and managing the reference schedule.

The State of Arizona strives for a work culture that affords employees flexibility autonomy and trust. Across our many agencies boards and commissions many State employees participate in the States Remote Work Program and are able to work remotely in their homes in offices and in hoteling spaces. All work including remote work should be performed within Arizona unless an exception is properly authorized in advance.

Reference: Claim reference questions with primarily or entirely archives research. Allocate questions to processing staff as required by workload or by processing archivist. Collaborate with Lead Reference Librarian and other Library collection specialists on reference questions that overlap archives and library collections. Arrange and/or approve research appointments. Instruct patrons on proper handling of archival materials. Fulfill all photograph requests. Fulfill map requests and scanning.

Outreach: Serve on LAPR Outreach committee. Create posts for Social Media pages. Conduct tours of Polly Building. Conduct speaking engagements and presentations (both in-person and remotely). In collaboration with SOS Communications create all graphic designs for Archives (Includes fliers posters for Archives month and special presentations graphics for social media and other promotional materials).

Desk Associate: In collaboration with Lead Reference Librarian conduct quarterly desk associate meetings. Address challenges issues and questions desk associates may have. Deal with issues desk associates may have with patrons either on the phone or in-person de-escalate difficult situations.

Processing Collections: Work with Lead Archivist to set processing collaboration with Lead Reference Librarian act as first point of contact for potential donations of materials. Collect statistics from . Collects outreach and social media statistics. Monitor equipment in the Reading room especially the readers report issues to IT or proper staff to address the issue. Primary contact for Arizona Memory Project staff as it relates to archival materials. Monitor physical conditions in the reading room.

Knowledge of:
- Reference services
- Arizona History and the resources to conduct research in Arizona history advanced writing skills.
- Archives best practices and principles
- Operation of computer terminals and software such as Word Excel Access PowerPoint and Photoshop
- Archive content management system - ArchivEra
- Photograph scanning.

Skill in:
- Handling of archival photographs scanning computer skills conducting a reference interview with patrons and determining research needs.
- Proper handling of archival materials.
- Customer service

Ability to:
- To operate various scanning devices to manipulate digital images accessing the archival collections.
- Conduct a reference interview.
- Lift boxes weighing 25-30 pounds.
- Access archival collections in cold climate controlled PODS using OSHA approved ladders.
- Support a diverse multi-cultural workforce that reflects the community promotes equal opportunity at all levels of public employment and creates an inclusive work environment that enables all individuals to perform to their fullest potential free from discrimination.

Masters degree in History Library and Information Science or Archival Studies and three years of experience in records management historical research or technical archivist work. Graduate studies in a closely related field may be substituted for the required experience on a year for year basis. Any combination of training and experience that meet the (KSAs) may be substituted.

VALID AZ DRIVERS LICENSE

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business then the following requirements apply:Drivers License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

The State of Arizona offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
Health and dental insurance
Retirement plan
Life insurance and long-term disability insurance
Optional employee benefits include short-term disability insurance deferred compensation plans and supplemental life insurance

Learn more about the Paid Parental Leave pilot programhere. For a complete list of benefits provided by The State of Arizona please visit our benefits page

State employees are required to participate in the Arizona State Retirement System (ASRS) the State sponsored retirement contribution plan and the Long-Term Disability (LTD) program after a 27-week waiting period.

The ASRS defined benefit plan provides for life-long income upon retirement. You will also have the option to participate in a voluntary deferred compensation program to take advantage of tax-deferred retirement investments.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.