Senior Archivist

Recruitment #220518-E41B-01

Introduction


 

 

 

SENIOR ARCHIVIST

QUALIFIED APPLICANTS MUST SUBMIT A RESUME AND COVER LETTER WITH APPLICAITON.
 

Review of applications will begin immediately and may result in early close of the position. The deadline to apply is Friday, June 10, 2022.

Job Levels/Salary Grade: $55,000.00-$63,000.00
Job type: Full-Time
Work hours: Standard
Reports to: General Counsel
Supervisory Position: Yes

GENERAL DESCRIPTION
The Commissioners of the Land Office (Land Office) is an Oklahoma State Agency created by the original Oklahoma Constitution. The Land Office administers the school land trust funds to produce income for the support and maintenance of the common schools and the schools of higher education. The Land Office is in charge funds and proceeds derived from the sale, rental, disposal and management of school lands and other public lands under the rules and regulations prescribed by the Oklahoma legislature.
This position is responsible for performing and supervising professional level optical imaging, records management, and archival services for the Commissioners of the Land Office.

KNOWLEDGE/SKILLS/ABILITIES
• Knowledge of the principles and techniques of archival evaluation, preservation, and management; of the principles and techniques of records and information management; of research principles and techniques; of state laws and administrative rules and regulations related to records; of microcomputer applications.
• Ability to analyze, organize and interpret archival records or records systems; to solve practical archival or records management problems; knowledge of microfilm and microphotography; and of the operation and maintenance of microphotography or other optical imaging equipment.
• Ability to conduct several projects simultaneously; and to initiate and maintain accurate work records.
• Knowledge of methods of processing, developing and storing film; of the operation and maintenance of optical imaging or microfilm related equipment which includes cameras, processors, and duplicators; of the proper methods of film exposure in relation to the density of the original document; of report writing; of optical imaging or microfilm storage, quality evaluation and retrieval techniques; of supervisory principles and practices; and of applicable statues and rules concerning the reproduction and retention of public documents and records.
• Knowledge of records management concepts, electronic records management, and digital preservation.
• Public service mindset.
• Creative problem-solving and ability to collaborate with diverse departments.
• Strong communication skills.
• Experience with physical and digital records.
• Strong technical skills.

EXAMPLES OF WORK PERFORMED & ESSENTIAL FUNCTIONS
• Supervises and trains personnel in optical imaging, archival and records management functions, and activities.
• Develops procedures to control the creation, maintenance, and use of CLO records, including the development of retention and disposition schedules in accordance with Title 67 O.S. Sections 201 et seq. and 305 et seq., State and federal regulations and the records management manual.
• Recommends policy guidelines, procedures, and priorities for records retention, filing and optical imagining of records; conducts preliminary research.
• Serves as a consultant to CLO employees; appraises CLO records or historical documents for permanent research value; coordinates transfer of records from CLO to State Archives and/or State Records Center.
• Assists persons conducting research; makes documents and other information available upon request.
• Processes materials and prepares filing aids; monitors the indexing, storage, and retrieval of materials.
• Establish a system and supervises the filing of CLO records.
• Performs minor equipment adjustments; creates and maintains accession records and indexes; retrieves information; maintains appropriate files and records of microfilm or other reproduction materials.
• Assists in the training of other file clerks, optical imaging/microfilm operators by providing direction and assistance.
• Assists in the planning, development, and implementation of office methods and procedures, with respect to records management, the operation of an optical imaging/ microfilm unit.
• Provides technical assistance to microfilm equipment operators and advises others of the changes needed to bring optical imaging or microfilm products into conformance with agency standards.
• Works in CLO mailroom as lead worker for the acceptance and distribution of mail. 
SUPERVISORY RESPONSIBILITIES
• Attend a minimum of  12 hours of continued education classes with supervisory credit annually. 24 in first year of supervisory role.
• Under direction of the Agency Secretary of Commission assist in the supervision of assigned division/department; including but not limited to completing performance management process (PMP), approving time & labor efforts, and coaching all assigned personnel.

WORK ENVIRONMENT
General office setting.

TRAVEL
Low to mild travel.

EEO Statement
The Oklahoma Commissioners of Land Office (OCLO) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, OCLO complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This job description has been reviewed and approved by the Hiring/Supervising Manager.  It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee.  Other duties, responsibilities and activities may change or be assigned at any time with or without notice.

For questions about this position, please contact the hiring manager at:
Bennett Abbott, General Counsel, Legal Services Division
Bennett.Abbott@clo.ok.gov
405-521-4069

MINIMUM QUALIFICATIONS

• REQUIRED EDUCATION/EXPERIENCE
o Bachelor’s Degree in Archival Administration, Library Science, History, Political Science, Public Administration, or a related field;
 Master’s Degree preferred
o OR registration with the Institute of Certified Records Managers as a Certified Records Manager (CRM) and/or the Academy of Certified Archivists as a Certified Archivist (CA).
 Certified Records Manager, preferred
 Digital Archives Specialist, preferred
o Two (2) or more years of supervisory experience.
 Experience with state government, real estate, and oil and gas records preferred.