Oregon Public Universities

 

Classification Specifications

ARCHIVIST

Classification Number: 2205

SALARY RANGE

  Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 Step 10
Salary Range 21 $3016 $3152 $3300 $3458 $3623 $3796 $3975 $4175 $4372 $4581

GENERAL DESCRIPTION OF CLASS

The ARCHIVIST collects, evaluates, arranges, describes, and preserves archival records, researches and provides reference services of those records, and consults with the Agency and/or other State and local government agencies on records management.

DISTINGUISHING FEATURES

This is the second level of a two-level series. Employees at this level independently perform the full range of archival work.

DUTIES AND RESPONSIBILITIES

The duties listed below are not inclusive but characteristic of the type and level of work associated with this class. Individual positions may perform all or some combination of the duties listed below as well as other related duties.

  1. Records Processing. Accessions Agency or other State and local government records by evaluating the nature, scope and original order of the records, the history, functions and types of materials, their relationship to previous accessions and continuity with existing arrangements of similar records. Appraise records for administrative, legal, fiscal, and research value.? Determines disposition of records, including permanent or temporary storage, appropriate method to preserve documents, or destruction.? Arranges, sorts and categorizes records according to archival principles. Prepare document descriptions and reference aids (e.g., subject guides and accession registers) for use in locating records.
  2. Reference and Research Services. Discusses research projects with service users to determine relevant resources. Explains research techniques, service fees, and use of reference aids and equipment. Refers users to other sources for collateral information.? Researches archival records upon request or as part of a research project, reports findings and provides copies of records, as necessary. Prepares guides to archival information. Oversees use of archival records to prevent loss or damage. Completes records use slips and prepares bills and receipts for services.
  3. Records Management. Develops general and special records retention schedules for legal approval of the State Archivist. Assists the Agency or other State and local government agencies in developing agency specific retention schedules. Advises agencies on proper systems for managing and maintaining agency records, utilizing and implementing retention and disposition schedules, records storage and retrieval, forms design and control, and proper methods of preserving or disposition of records.? Explains archival procedures and State and Federal public records requirements and confidentiality laws to agency staff. Reviews requests for legal disposition of records and arranges for transmittal to the State Archives. Resolves problems related to records disposition, transmittal of or access to records of the Archives.? Inventories and describes records in the custody of State and local government agencies as part of a comprehensive records management project.
  4. Public Information Programs. Participates in outreach and public information programs for state and local government agencies and the public. Writes or prepares portions of newsletters, brochures, educational materials, audio-visual programs and exhibits. Develops and presents portions of workshops and seminars.
  5. Miscellaneous. Edits guides and publications. Verifies the accuracy of data and results in constructing automated records processing data bases. Provides guidance and technical assistance to entry-level archivists and clerical staff.

RELATIONSHIPS WITH OTHERS

Employees in this class have regular contact in person, by telephone, and in writing with the general public and employees of government agencies, scholars, genealogists, other archivists, or historic depositories to answer research requests, locate and provide records from the Archives, suggest alternative reference resources, and in preparing and presenting portions of educational outreach programs. Employees also have contact in person, by telephone and in writing with State and local government agency heads, managers, and designated records officers on a regular basis to provide technical assistance and advice in laws, rules, and professional practices related to records processing and records management.

SUPERVISION RECEIVED

Employees in this class receive general supervision from an archives manager or other administrative superior who assigns work and reviews completed work for results, accuracy and appropriateness of recommendations.

State and Federal laws, administrative rules, and professional manuals published by the Society of American Archivists along with guides and manuals published by archives agencies of other states are applied in activities related to records processing, records management, research and reference, and educational outreach programs.

GENERAL INFORMATION

Some positions in this class may require the willingness to work in an environment which may be poorly lit, damp, musty, dusty, or dirty. Some positions may require lifting boxes weighing up to 30 pounds and some positions may also require regular travel, including overnight or extended trips.

MINIMUM QUALIFICATIONS

  • A Bachelor's degree with major coursework (thirty quarter or twenty semester hours) in social research, public administration, history, political science or a closely related field; OR
  • Two years of college level coursework AND two years of technical or research experience in archives; OR
  • Four years of technical experience in archives involving automated archival systems including methods for automated archival storage and retrieval; OR
  • An equivalent combination of training and technical experience in archives.