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  • 512252
  • Full-time


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.



Job Location:

Address:  1901 W. Madison St. Phoenix, AZ 85007

Posting Details:

Salary: $19.63 - $21.63 

Grade: 18

Closing Date: Open until a sufficient number of resumes are received. 

Job Summary:

This position will be the project lead on a National Endowment for the Humanities (NEH) National Digital Newspaper Program (NDNP) grant project. NDNP is a joint venture between the NEH and the Library of Congress (LC) to provide digital access to United States newspapers. The Project Coordinator will report to the State of Arizona Research Library (STARL) Administrator and work closely with the project’s co-Principal Investigators from STARL and from the University of Arizona Libraries. This position will also interact with other State Library personnel, grant partners, vendors, and Library of Congress to complete the project and ensure that all deliverables are in adherence to LC technical requirements.

Please note: This is a grant-funded position and is limited to the term of the grant. This position is expected to end on August 31, 2024. 

Job Duties:

Technical/Procedural Oversight
• Provides day-to-day general and technical project direction.
• Evaluates newspaper microfilm quality and suitability for digitization.
• Coordinates cataloging/metadata professional workflows for microfilm inventory and metadata collation. Work with STARL cataloging staff to ensure holding records for Arizona newspapers are updated, including Union List records in OCLC and MARC holding records in local and state cataloging.
• Coordinates the transfer of microfilm to vendors to ensure quality microfilm duplication (2N silver negatives) and deliverables (TIFF, JPG2000, and PDF) for digital assets. Also coordinate the return of any grant partners’ silver negatives after the duplication, scanning, and quality control have been completed.
• Sets up and monitors sampling mechanism for images ingested from vendor. Performs quality review of all assets and related activities for digitizing historic newspapers to ensure the product meets project specifications.
• Serves as lead vendor contact for zoning, keying, OCR database indexing, and metadata capture and encoding.
• Reports microfilm selection data and digital deliverables fulfillment, including titles, reels, and page counts.

Project Planning
• Serves as project liaison with the Library of Congress, in consultation with the co-PIs.
• Works with the co-PIs, Advisory Board members, the Library of Congress, and other partners to develop the project.
• Establishes workflows and best practices for the project in collaboration with the co-PIs and vendors.
• Develops delivery schedules; maintains tracking system/database for microfilm and digital deliverables.
• Creates documentation, and maintains complete and accurate records of all work performed. Collects and maintains statistics on production and collaborates with project co-PIs to deliver progress reports on a specified schedule.
• Coordinates the delivery of materials (digital and microfilm) to the Library of Congress.
• Works with co-PIs to ensure grant requirements are met.

Project Outreach, Publicity and Communication
• Works with the co-PIs, Advisory Board members, the Library of Congress, and other partners to publicize the project.
• Works with the co-PIs to provide outreach to other institutions on applying for grants to digitize newspapers, and shares information about the process, best practices, and pitfalls.

Other Duties as Assigned
• Participates in professional development opportunities as needed.
• Performs other duties as assigned.

Knowledge, Skills & Abilities (KSAs):

Knowledge of and experience with a wide range of digital formats, including TIFF, PDF, JPG2000; techniques, and equipment; as well as knowledge of standards for digital objects and metadata.
• Knowledge of and experience with XML, METS, ALTO, and other digital content and metadata standards.
• Strong analytical skills and the ability to exercise good judgment in implementing standards and rules.
• Excellent interpersonal skills including written and oral communication skills.
• Excellent attention to detail and proofreading experience.
• Ability to work effectively independently and in a team environment with both technical and non-technical staff.
• Flexibility in adapting to changing priorities.

Selective Preference(s):

• Demonstrated project management experience.
• Experience with quality control procedures.

Pre-Employment Requirements:

• Bachelor's degree and four years of related experience; or a Master's degree and two years of related experience; or any equivalent combination of experience, training and/or education.


The Arizona Department of Administration offers a comprehensive benefits package to include:
Sick leave
Vacation with 10 paid holidays per year
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

For a complete list of benefits provided by The State of Arizona, please visit our benefits page


All employees are subject to Arizona State Retirement System contributions.

Contact Us:

If you have any questions please feel free to contact Human Resources at humanresources@azsos.gov or 602-541-6170 for assistance.


All Arizona state employees operate within the Arizona Management System (AMS), an intentional, results-driven approach for doing the work of state government whereby every employee reflects on performance, reduces waste, and commits to continuous improvement with sustainable progress.  Through AMS, every state employee seeks to understand customer needs, identify problems, improve processes, and measure results.  
State employees are highly engaged, collaborative and embrace a culture of public service.

The State of Arizona is an Equal Employment Opportunity Employer.