Enable America Jobs

NY HELP Yes

Agency Education Department, State

Title Archives and Records Management Specialist 2 (NY HELPS), Box OCE-1405/26151

Occupational Category No Preference

Salary Grade 18

Bargaining Unit PS&T - Professional, Scientific, and Technical (PEF)

Salary Range From $65001 to $82656 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

"Other" Explanation Monday through Friday (9:00am – 5:00pm) with rotating Saturdays (9:00am – 5:00pm)

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address Office of Cultural Education

New York State Archives

City Albany

State NY

Zip Code 12234

Minimum Qualifications MINIMUM QUALIFICATIONS: NY HELPS This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In June 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.NON-COMPETITIVE MINIMUM QUALIFICATIONS: To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:Either 1: a bachelor's degree AND TWO years of professional experience in which the majority of your duties involved one or more of the following:1. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;2. Providing education, training, grant-in-aid, or direct technical assistance services in records management and/or archives administration for an institution, governmental body, or corporation;3. Developing or implementing guidelines, standards, policies, and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation;4. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;5. Acquiring, controlling, preserving, making available, or promoting use of archival records, whether in electronic, paper, or other form for an institution, governmental body, or corporation;OR 2: a master’s degree and ONE year of professional experience as described above.COMPETITIVE MINIMUM QUALIFICATIONS:Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Archives and Records Management Specialist 2.Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated SG-16 or higher eligible to transfer under Section 52.6 of the Civil Service Law. For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and one of the following minimum qualifications:Either 1: a bachelor's degree AND two years of professional experience in which the majority of your duties involved one or more of the following:6. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;7. Providing education, training, grant-in-aid, or direct technical assistance services in records management and/or archives administration for an institution, governmental body, or corporation;8. Developing or implementing guidelines, standards, policies, and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation;9. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;10. Acquiring, controlling, preserving, making available, or promoting use of archival records, whether in electronic, paper, or other form for an institution, governmental body, or corporation;OR 2: a master’s degree and one year of professional experience as described above.It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must have: Either 1: a bachelor's degree AND two years of professional experience in which the majority of your duties involved one or more of the following:11. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;12. Providing education, training, grant-in-aid, or direct technical assistance services in records management and/or archives administration for an institution, governmental body, or corporation;13. Developing or implementing guidelines, standards, policies, and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation;14. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;15. Acquiring, controlling, preserving, making available, or promoting use of archival records, whether in electronic, paper, or other form for an institution, governmental body, or corporation;OR 2: a master’s degree and one year of professional experience as described above.Provisional candidates must take the examination for Archives and Records Management Specialist 2 when it is next offered and must be reachable on the resulting eligible list to maintain employment.

Duties Description The New York State Education Department’s (NYSED) Office of Cultural Education (OCE) is seeking candidates for an Archives and Records Management Specialist 2 with the State Archives Grants Administration Unit. This Unit oversees the day-to-day operations of the Local Government Records Management Improvement Fund (LGRMIF) grants program, and is part of the Archives’ Government Records Services Unit (GRS). The LGRMIF annually provides grants to local governments to help them establish records management programs or develop new program components. In the 2024-2025 grant cycle, the Archives received 190 applications and recommended awards to 111, for a total of $6.8M. The incumbent of this position will work closely with the head of the Grants Administration Unit, State Archives field staff, and staff of NYSED’S Office of Management Services. Under the direction of the Archives and Records Management Specialist 3, duties of this position include, but are not limited to, the following:• Advise local governments and Archives staff on issues relating to the submission of grant applications and project management;• Work with Archives’ Records Advisory Officers in providing technical advice to local governments concerning the grant process;• Work with other members of GRS to support local government records services;• Assist in the development of annual grant application materials and work with NYSED’s Contracts Unit on the review and approval of those materials;• Serve on and work with cross-cutting teams within the State Archives;• Prepare and present records and archival management education and training programs, including grant related materials, either independently or with other GRS staff;• Participate in the development of various GRS publications;• Develop familiarity with the web-based Archives grant application system and provide advice to staff and local governments on navigating the system;• Communicate with NYSED’s IT Unit to develop and test the grant application system’s components;• Opportunities to support archives and records management functions including appraisal, description, retention scheduling and reference and retrieval services for archival and inactive records, when feasible.

Additional Comments CONDITIONS OF EMPLOYMENT: This will be a contingent permanent, competitive appointment, a contingent permanent non-competitive appointment, or a temporary provisional appointment. At this time, agencies may recruit and hire employees by making temporary appointments. In June 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin. Provisional candidates must take the examination for Archives and Records Management Specialist 2 when it is next offered and must be reachable on the resulting eligible list to maintain employment. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and is subject to verification of applicant eligibility. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. Verification of education and experience will be required at the time of interview for all candidates. This position leads to a maximum salary of $82,656 based on annual performance advances. APPLICATION: Qualified candidates should send a resume and letter of interest by June 11, 2024 to ocejobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1405/26151) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records. Interested in a job with New York State, but don’t know where to start? Visit these links for information on working for New York State: • https://www.cs.ny.gov/jobseeker/ • https://www.cs.ny.gov/pio/publications/gettingajob.pdfGenerous benefits of working for New York State, including, but not limited to, the following:Holiday & Paid Time Off• Thirteen (13) paid holidays annually.• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service. • Five (5) days of paid personal leave annually.• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C. • Annual professional leave and educational leave opportunities for eligible staff.Health Care Benefits• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.• Family dental and vision benefits at no additional cost.Additional Benefits• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.• Paid Parental Leave for all employees and Paid Family Leave (M/C Only). • Public Service Loan Forgiveness (PSLF).• Opportunities for telecommuting.• Eligibility for various life insurance options.

Some positions may require additional credentials or a background check to verify your identity.

Name Office of Human Resources Management

Telephone (518) 474-5215

Fax (518) 486-5631

Email Address ocejobs@nysed.gov

Address

Street NY State Education Department

89 Washington Avenue, OHRM, 528 EB

City Albany

State NY

Zip Code 12234

Notes on Applying APPLICATION: Qualified candidates should send a resume and letter of interest by June 11, 2024 to ocejobs@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1405/26151) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.