Reference Archivist

Job Description and Duties

If you enjoy working in a dynamic and engaging archive, 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 Reference Services Unit (RSV). 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 history and public policy to genealogy and railroad history in California.

Under the general direction of the Reference Services Manager (Supervisor I), the Archivist I ensures unit accountability, works on requests from the public, assists with initiatives to streamline research requests, and preserves historical records in the State Archives’ collections. Although accessioning and processing projects will be assigned, the RSV Archivist will serve as a Reference Coordinator and be primarily responsible for working cooperatively with team members to serve the public at the Reference Desk and via remote requests.

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 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 archival and team standards and procedures.
• Screening records for restricted information exempt from disclosure based on the Public Records Act and the Informational Practices Act.
• Accessioning records and adding information to the online catalog.
• Arranging and describing records in historical collections.
• Creating research guides and resources for the public to conduct their research, including the development of online finding aids and other research tools.
• Providing basic preservation measures for records including re-boxing, re-foldering with acid and lignin free materials.
• Engaging with the public through tours and outreach events.

Desirable Qualifications:

• Understanding of archival principles and terminology.
• Experience working in an archives, library, or historical institution.
• Experience providing reference services to patrons using historical collections.
• Experience accessioning and processing historical records.
• Ability to multi-task, be flexible, and to change priorities quickly when needed.
• Knowledge of archival standards for creating finding aids, including DACS and EAD.
• Experience and knowledge of digitization projects.
• Knowledge of California history and the workings of California government.
• Experience utilizing historical research methods.
• Ability to interact effectively with all levels of agency staff, division staff, and ability to provide services to the public.
• Proficiency with using Microsoft Office applications (e.g. Word, Excel, PowerPoint, Outlook, Teams, Office 365).
• Experience researching, drafting, and sending out concise and clear correspondence.
• Experience or familiarity with collection management systems.
• Understanding of the techniques for managing and preserving electronic records.
• Experience with the California Public Records Act (PRA) and the Information Practices Act (IPA).
• Experience working in a fast-paced, team-oriented environment.
• Ability to work with others in a spirit of simplicity, compassion, and joy.

You will find additional information about the job in the .

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, and once the new staff member achieves core competencies. Must be able to perform physical tasks including stooping, bending, reaching, kneeling, squatting, and grasping. Requires the ability to lift and carry boxes weighing up to 40 pounds, and to safely ascend and descend a 5-foot ladder while handling materials.

Special Requirements

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 instances when you provided outstanding assistance to patrons at an archive or a similar institution.
2. Describe your experience working as a team member in a fast-paced environment.
3. Describe your experience providing remote research and reference services.

Education: When using education to meet minimum qualifications, please include all the required documents necessary to verify that you meet the minimum qualifications for this classification (i.e., degree, transcript, license, and certificate). Candidate may be required to provide a transcript prior to hire.

Benefits

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

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 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 follow the directions to respond to the Suplemental Questionnaire  as directed above.