SECRETARY OF STATE (DEPT OF STATE)

Address: 1901 W. Madison St.
Phoenix AZ 85009

Salary: 72,000 - 75,000 

Grade: 23

The Archives Branch preserves and provides access to unique historical and contemporary resources including the official archives of Arizona’s permanent government records. The State Archivist & Administrator of Archives leads and manages a government archives program including the collection, use and preservation of permanent records in all formats, directing personnel involved in daily archival work. The Administrator assists in managing programs that are of substantial scope and complexity; oversees security and the physical facility; develops and provides training; participates in outreach and educational programs and workshops; collaborates with other LAPR leaders and their teams; works with the Electronic Records Archivist in developing strategies for the electronic records program, including the growth and sustainability of the Trusted Electronic Records Repository (TERR).

This position supervises direct and indirect reports in addition to contractors and interns. The successful candidate will report to the State Librarian & Director of the State Library. The work location is the Polly Rosenbaum State Archives and History Building, where Archives, Records Management, and Research Library branches work collaboratively.

This is a full-time position, exempt from overtime, and is expected to work onsite during most regular operation hours; however, some telework is possible, according to the needs of customers and staff. Travel for trainings, consultations, or other services to government entities is required.

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 State’s 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.

Directs the work of the Archives staff and builds an effective team. This includes goal setting with staff as well as providing strong leadership, ensuring that the Archives staff and programs reflect new technologies and provide innovative services. Provides professional development for staff at all levels and models being a continuous learner by engaging in professional development on an ongoing basis. Collaborates with colleagues, both within SOS/LAPR and in external professional organizations, sharing best practices of leadership in addition to subject knowledge.

Evaluates and ingests records into the Archives. Works to develop and implement best practices and program policies and procedures for the efficient maintenance of permanent government records. Works with the Electronic Records Archivist in developing strategies for the electronic records program, including the growth and sustainability of the Trusted Electronic Records Repository (TERR).

Consults with and promotes cooperation between LAPR and public bodies, public officials, agency managers, liaisons of state and local government agencies and political subdivisions on the application of best practices in procedures and methods for archival programs, including electronic records. Communicates with and establishes and maintains effective working relationships with officials at all levels of government statewide, private groups, individuals, and associates.

Oversees the planning, approval and implementation of outreach programs including informational workshops related to archives.

Supports the Arizona Historical Records Advisory Board (AHRAB) and also works with National Historical Publications and Records Commission (NHPRC) grants to AHRAB; conducting a competitive sub-grant program for archives throughout the state with the assistance of the agency's Grants Manager.

Other duties as assigned as related to the position (typically 5% - 10%)

Knowledge of:
- Arizona statutes related to the Arizona State Library, Archives including Records Management (Title 41) and Public Records (Title 39) laws.
- The mission, vision and values of LAPR
- Retention schedules development and best practices
- Best practices to maintain the authenticity, integrity and trustworthiness of permanent government records in multiple formats over time
- The issues involved in the long-term preservation of digitized and born-digital records
- Best practices for the appraisal, maintenance, retention, preservation and disposition of government records
- Technology solutions for archives and records
- The complex issues surrounding social media and records
- Federal grant programs and regulations for archives
- Best practices in budgeting
- Best practices in leadership and supervision of personnel
- Performance Management (PM), and Continuous Quality Improvement (CQI) and Lean methodologies.

Skill in:
- Building a highly effective team, committed to working together to further organizational goals
- Collaborative leadership
- Verbal and written communication skills
- Presenting to a variety of audiences and skill levels
- The use of technology
- Excellent interpersonal skills
- Excellent organizational skills and planning ability, detail-oriented with good follow-through

Ability to:
- Provide leadership and vision
- Communicate effectively and to work with diverse groups of people with a variety of levels of expertise
- Build consensus
- Think and act decisively and expeditiously
- Delegate efficiently and effectively
- Work collaboratively in many situations
- Use/learn various computer applications including databases
- 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.

Master's in history, Public Administration, library science or related major with an archival component. Minimum of six (6) years of professional level experience working as an archivist, including conducting trainings, outreach and supervising staff. An active professional with participation in professional organizations.

Fingerprint clearance card.

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: Driver’s 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

By providing the option of a full-time or part-time remote work schedule, employees enjoy improved work/life balance, report higher job satisfaction, and are more productive. Remote work is a management option and not an employee entitlement or right. An agency may terminate a remote work agreement at its discretion.

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

To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. In other words, you and the State will each pay 50% of the total cost of the benefit. New State employees have a 27-week wait period for contributions to begin.

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