Oregon Secretary of State

Reference and Digital Access Archivist (Archivist I)
ybrid Work Optional
locations
Salem | SOS | Archives
time type
Full time
posted on
Posted 3 Days Ago
job requisition id
REQ-121563
Initial Posting Date: 

03/08/2023
Application Deadline:

04/02/2023
Agency:

Secretary of State
Salary Range:

$4,650 - $7,137
Position Type:

Employee
Position Title:

Reference and Digital Access Archivist (Archivist I)
Job Description:

LOCATION: Salem, OR
Hybrid remote work is available for this position.

SALARY:
$4,650 - $7,137/per month Non-PERS Rate

$4,929 - $7,565/per month PERS Rate

ABOUT THE AGENCY:
The Oregon Secretary of State is one of three constitutional offices created at statehood. As an independent constitutional officer, the Secretary of State answers directly and solely to the people of Oregon.

The Secretary of State employs approximately 200 full-time, part-time, and temporary employees. The Secretary oversees the functions of seven program divisions: Archives, Audits, Corporation, Elections, Business Services, Information Systems, and Human Resources.

OUR MISSION:
Build trust between the people of Oregon and our state government so that public services can make a positive impact in peoples’ lives.

OUR VISION:
We envision an Oregon without barriers, where we lead with our values and believe every voice should be heard. We do so by:

Building equitable access to our democracy.

Making tools easily available to achieve economic success.

Ensuring state resources are used sustainably, efficiently and accountable to the public.

Honestly acknowledging Oregon’s history.

OUR VALUES:
Access for all
We elevate equity through identifying and actively eliminating barriers. 
 

Authenticity
We have integrity and are honest and true to ourselves and others.
 

Clarity 
We share stories, using plain language to increase understanding and impact.
 

Respect
We are committed to serving the people of Oregon and strive to understand all viewpoints. 
 

Service
We are responsive and prioritize the needs of current and future Oregonians we serve. 

For more information about the Oregon Office of Secretary of State, please visit: State of Oregon: Oregon Secretary of State - Home

WHAT’S IN IT FOR YOU:
Family Friendly Work Life Balance (paid time off, 12 holidays, 3 personal days, short and long term disability benefits)

Take Care of Yourself and Your Family (comprehensive employee benefits, choice of medical plans, vision plan, life insurance, child care flexible spending account, employee assistance program)

Celebrate Uniqueness: Diversity and inclusion are cornerstones of our values. We recognize that diversity and inclusion are critical to developing a talented, high-performing workforce and are committed to providing a supportive work environment in which all of our employees can thrive and reach their full potential. We strive to maintain a culture that attracts, develops and retains a diverse workforce that closely mirrors the residents of our community. We learn from and respect the cultures in which we operate and value the uniqueness of individual talents, experiences and ideas.

Invest in Your Future: (Pension plan, deferred comp, short and long term disability plan, flexible spending accounts for healthcare and dependent care)

Be Appreciated (employee recognition events, agency unique employee recognition program allowing for additional leave options such as vacation buy-out and sick leave roll-over, dynamic employees doing impactful work)

ADA: At the Secretary of State, we value community and foster a sense of belonging for our employees

See our current job listings and internship opportunities, compensation, and benefits here: Careers with the Secretary of State.

WHAT YOU WILL DO:
This position engages with the public and government employees to provide access to the historically significant records within the collection of the Oregon State Archives (OSA). This position supports preservation and access through the digitization of records in all formats. This position contributes to the lifecycle management of electronic and born digital records. This is accomplished in part by, but not limited to:   

Providing outstanding service and guidance to researchers by phone, email, or in person by determining the scope of inquiry and identifying resources available at the Oregon State Archives, Oregon state agencies, or other repositories.  

Educating researchers on OSA’s policies regarding access and the availability of records, including use of finding aids, bibliographic resources, and the agency’s electronic records access system (ORMS). 

Providing instruction on the use of equipment for purposes of access, reproduction, and migration. 

Identifying and digitizing analog records in accordance with unit rubrics. Contributing to the development of rubrics.  

Filing digitized and born-digital content into OSA’s content management system and maintaining metadata in accordance with archival standards. 

Updating policies, procedures, and workflows relating to electronic records management. 

Contributing to the success of OSA’s intern and volunteer program by collaborating with colleagues to design opportunities and oversee interns and volunteers. 

Remaining current on best practices and trends relating to reference, preservation, digitization, metadata, and electronic records. 

Creating an inclusive and welcoming environment for all users of the archives as well as for colleagues.  

Serving as a representative of the OSA on national/statewide working groups, committees, and task forces. 

For explicit duties, please request a copy of the position description from sarah.manring@sos.oregon.gov.

TO QUALIFY:
Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed.  We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background.  We would encourage you to apply, even if you don't meet every one of our desired qualifications listed. 

Your application must demonstrate education and/or experience in the following:

Possess a Certified Archivist (CA) Certification  

OR 

Bachelor’s degree or higher that includes 30 semester hours or 45 quarter hours of courses in archival science, history, political science,  government, library science,  American civilization, economics, public administration, or records administration* 

 AND 

Two years of professional experience** 

  

*You must submit a copy of all transcripts no later than time of interview to receive credit for college degrees or coursework. Credits must be from an accredited college or university.  Transcripts must include name, coursework and indicate that a degree was obtained.  On-line transcripts are acceptable. 

** Professional experience must have been in archival sciences, or in a directly related field of work such as history that involved the collection, appraisal, analysis, or synthesis of information having historical or archival values.  The following are illustrative of kinds of experience that may be accepted as meeting the professional experience requirements: (1) experience as an archivist in Federal, state, religious institution, business, or other archives, or in manuscript depositories, and (2) experience of an archival nature that involved research in archival science, or in a directly related field such as history, government, economics, political science, international relations, or international law. 

As the most competitive candidate, your application will demonstrate the following requested skills and experience: 

Providing reference services to internal and/or external users. 

Coursework or experience related to the preservation and management of electronic records. 

Demonstrated knowledge of overseeing and completing a work-related project. 

If you are unsure whether you meet the qualifications of this position, please feel free to contact us to discuss your application.

HOW TO APPLY:
Click apply

Upload your resume

Complete job history and education sections to clearly demonstrate how you meet minimum qualifications for the position

Complete application questionnaire

Submit your finalized application

Complete additional inbox questionnaires on confidentiality and veteran status

Check back periodically for additional actions

Please note: you must attach your resume to your application and complete the job history and education sections of the application. Failure to submit the required materials will remove your application from consideration.

ADDITIONAL INFORMATION:
Additional applicant screening will depend on the number of qualified applications received. Screening may include skills testing, the results which may be used as part of the applicant evaluation process.

Candidates whose background most closely matches the qualifications and required/requested skills of this position will be invited to an interview.

Successful candidates must pass a criminal history check. Adverse background data may be grounds for immediate disqualification.

Eligible veterans who meet the qualifications will be given veterans' preference.  For further information, please see the following website: Veteran Resources.  You may also call the Oregon Department of Veterans' Affairs at 1-800-692-9666.

The Secretary of State does not offer VISA sponsorships. Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 form confirming authorization to work in the United States.

The salary listed is the non-PERS qualifying salary range. If the successful candidate is PERS qualifying, the salary range will reflect the additional 6%.

QUESTIONS?
For additional information you may contact us at Sarah.Manring@sos.oregon.gov.

The Oregon Secretary of State is an equal opportunity, affirmative action employer committed to a diverse workplace.
https://sos.oregon.gov/SiteAssets/REQ-121563-Reference-Digital-Access-Archivist.pdf