OAG - Data & Information Services | Archivist I-II | 26-0467

GENERAL DESCRIPTION
The Archivist position involves records management and archival preservation consultative services and technical assistance for the Data and Information Services of the Office of the Attorney General of Texas. Performs a variety of program assessment, planning, policy, research, technical, training, and administrative activities to support the work of the Records Management Officer (RMO) in the development and implementation of the agency’s information governance program. Works closely with the Record Services Manager to develop and facilitate the management, preservation and final disposition of prominent, long-term/permanent retention and historically valuable records. Work also includes consulting on varied and advanced records and information management related issues; and preparing, presenting, and distributing program information and instructional material using various methods of delivery.

The OAG is a dynamic state agency with over 4,000 employees throughout the State of Texas.  As the State’s law firm, the OAG provides exemplary legal representation in diverse areas of law.  OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with tremendous opportunities to do important work at a large, dynamic state agency making a positive difference in the lives of Texans.

ESSENTIAL POSITION FUNCTIONS

• Works closely with the RMO, Record Services Manager, and division staff to plan, develop, implement, analyze, and document the records preservation program as a component of the agency’s statutorily required records and information management program. Assists in the management, preservation, and final disposition of agency records with long-term/permanent retention and/or archival value by developing program procedures, manuals, and forms in accordance with program objectives and goals. Moves, lifts, and stacks record boxes and files. Assists in cataloging and preparing inventories, indices, and finding aids; assists with the transfer of (paper/digital) records to the Texas State Archives.
• Advises agency personnel on agency records management program policies, procedures, and related matters. 
• Assists designated agency records management personnel with the development and implementation of compliant record management practices, including the identification, classification, and arrangement of records; the development and updating of file plans; and the completion of required program documentation.
• Assists with the development and delivery of new and existing instructional program presentations/workshops and materials; assists divisions with staff training to promote sound information management practices. Assists in training Records Management Liaisons (RMLs) and Office Managers regarding records management and preservation program policies/procedures and related matters.
• Assists with researching, analyzing, and evaluating new and existing state or federal legislation; state, federal or judicial administrative rules and guidelines; industry standards and regulations; advances in information governance technologies; and issues of strategic importance to determine impacts on the records management program.
• Assists with the collection, design, writing, editing, preparation, and distribution of information for use in reference guides, articles, statistics, reports, and other correspondence. Assists with the preparation of reports, manuals and publications, correspondence, articles, presentation slides, web content, forms, manuals/guides, statistics, and reports concerning agency records management program activities, as well as related program policies, procedures, and services.
• Reports on consultative, technical, and assigned projects. Creates and submits weekly activity updates and statistical reports to division leadership. 
• Assists with developing and maintaining division, Records Center, and agency recordkeeping systems, ensuring appropriate management of records in accordance with agency policy.
• Assists the Records Management Officer and the Record Services Manager with special projects by providing research, technical and/or administrative support. 
• Performs related work as assigned. May cross train and aid across other Record Services sections  
• Maintains relevant knowledge necessary to perform essential job functions
• Attends work regularly in compliance with agreed-upon work schedule
• Ensures security and confidentiality of sensitive and/or protected information
• Complies with all agency policies and procedures, including those pertaining to ethics and integrity

Archivist II: All of the above functions for Archivist I, plus:

• Assists the RMO with communicating and coordinating with external governmental entities such as the Texas State Library and Archives Commission on state records management laws and administrative rules, the management and preservation of permanent and archival records, and other related issues as needed to support the operation of the agency’s records and information management program.

MINIMUM QUALIFICATIONS

• Education: Bachelor's degree from an accredited college or university; Experience in the following (or closely related) fields may be substituted for the required education on a year-for-year basis: records management, archival science, library science, government (state) records, business administration, workplace learning, or client relations  
• Knowledge of foundational records management theory and practice; records management methods, laws, regulations, rules, policies, and procedures; and principles and concepts of information governance and various phases of records and information management
  Skill and experience in planning, providing, and conducting training in records and information management or closely related topic. [If selected, a 10-minute training presentation is required at time of interview. Topic does not need to be related to records management.]
• Skill in effective oral and written communication [Technical writing sample required at time of interview, if selected.]
• Skill in prioritizing and successfully completing work assignments with a high-volume workload, under pressure of deadlines, with interruptions, and coordinating with multiple divisions or units
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to a matter
• Skill in using computers, related software, desktop applications and standard office equipment
• Skill in understanding and following complex verbal and written instruction
• Skill in exercising sound judgment and effective decision making
• Ability to learn new skills and adapt quickly
• Ability to convey and train on complex records management policies and procedures to a diverse group
• Ability to receive and respond positively to constructive feedback
• Ability to work cooperatively with others in a professional office environment
• Ability to work safely in a warehouse environment, and perform warehouse duties
• Ability to lift or transport repeatedly up to 50 lbs. without assistance on a daily basis
• Ability to provide excellent customer service
• Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG work space within OAG work location, and perform in-person work with coworkers (e.g., collaborating, training, mentoring) for the entirety of every work week (unless on approved leave)
• Ability to arrange for personal transportation for business-related travel
• Ability to work more than 40 hours as needed and in compliance with the FLSA
• Ability to travel (including overnight travel) up to 5% 
• Must possess a valid Texas driver’s license and good driving record

Archivist II: All of the above qualifications for Archivist I, plus:

• Experience with federal and Texas statutes, Attorney General opinions, and regulations affecting records management
• Experience consulting in records and information management with clients, departments, or divisions
• Knowledge: of state laws, regulations, and standards related to records and information management; of archives and records storage center procedures; of Texas State Library and Archives Commission Archival and Records Storage Center services policies and procedures
• Ability to identify, summarize and take strategic action on records related changes needed due to revised rules, regulations, policies and procedures

PREFERRED QUALIFICATIONS

• Education: Graduate degree in information studies/science, archival science, library science, government, history, or a related field from a program accredited by the American Library Association
• Experience: Three years of full-time experience working in the following (or closely related) fields: records management, archival science, library science, government (state) records.
• Experience working with the Texas State Library and Archives Commission regarding preservation of archival records.
• Certifications: A professional certification in field of records management, such as CRM, CRA, CA, IGP, CIP, CIPP, CEDS, CAPM/PMP.
   

TO APPLY

To apply for a job with the OAG, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_LibraryandRecords.pdf

THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER