Archival Program Administrator

Springfield, IL
Full Time
IL State Archives
Senior Manager/Supervisor
Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:     Archival Program Administrator
Division:     Records Management
Union:         N/A
Location:    100 W Jackson St, Springfield, IL – Sangamon County

Salary:        Starting at $5,586.00 monthly, commensurate with experience
          
Overview: 

Performs professional administrative duties in planning and admini­stering the Records Management functions of the State Records Management Section did the Local Records Management Section.

Duties and Responsibilities:
  • Plans, develops and administers the State and Local Records Management Sections; monitors and reviews the processes and procedures which prepare applications. for consideration by the State and Local Records Commissions including on-site visitations by field representatives, legal research and record analysis; reviews applications prior to presentation to commission rulings; approves agendas and minutes of commission meetings and oversees the preparation and filing of special request notices, itineraries of field representatives, correspondence and disposal applications.
  • Monitors, reviews and approves routine daily office procedures including personal leaves,                 vacations, flex time, supplies and interpretation of policy; deals with custodial staff on maintenance of the Records Management Section; monitors usage and upkeep of state automobiles assigned to field staff and authorizes use, rotation and maintenance of such vehicles.
  • Interprets and implements the Archives Five Year Plan pertaining to the Records Management Section; develops workshops and seminars on local and state records management; works with agency representatives, government officials, public relations specialists and graphic designers; plans records management manuals and develops records management procedures which are applicable to machine ­readable records.
  • Directs and supervises the Records Center, the office responsible for temporary storage of state agencies' concurrent records; in cooperation with the Director and the Records Center supervisor, develops and implements improved procedures and operations (e.g. creation of procedure manual, establishment of computer control of records) and discusses solutions to problem situations (e.g. shortage of records storage space).
  • Promotes professional standards among subordinates; encourages advanced education, enrollment in seminars and workshops; disseminates articles concerning records management; participates in on-site visits with field representatives to state and local agencies to monitor activities and to develop training programs for staff.
  • Keeps abreast of latest archival and records management techniques and trends; researches matters which are new in the field of records management including current trends towards computer generated records.
  • Serves as administrative arm of the State and Local Records Commissions; researches topics pertaining to specific questions or concerns arising out of commission meetings; contacts state officials, state agencies and local govern­ment officials on behalf of commissions; serves as official representative of the commissions in responding to inquiries from state and local govern­mental entities.
  • Serves as secretary of state resource person relating to the history of Illinois capitols
  • Performs other duties as required or assigned.
Specific Skills:
  • Requires thorough knowledge of professional archival and records management theory, principles, methods, materials and practices.
  • Requires thorough knowledge of archival systems, automation techniques, and development theory.
  • Requires thorough knowledge of records management techniques, applications, and developmental theory.
  • Requires thorough knowledge of archival materials and their value to archives staff and patrons.
  • Requires thorough knowledge of the principles and methods of classifying, arranging, describing, cross-referencing and researching documents.
  • Requires thorough knowledge of the organization and structure of state and local government and local and regional history.
  • Requires extensive knowledge of personal computer program applications such as database, spreadsheet and word processing, especially as they are used in the archival science and records management field.
  • Requires working knowledge of standard office practices, procedures and methods.
  • Requires ability to administer and direct high level professional staff activities.
  • Requires ability to maintain good working relations with government officials, the general public and members of the archival community.
  • Requires ability to communicate effectively both orally and in writing.
  • Requires ability to interpret archival policies, objectives, and laws, rules and regulations to archival boards, governmental agencies, educational bodies, professional associations, and public groups.
  • Requires ability to analyze technical or administrative reports and to draw conclusions on which to base administrative decisions.
  • Requires willingness to pursue professional development opportunities and to foster professional development of subordinate staff.
  • Requires willingness to travel and possession of a valid Illinois driver’s license as required by individual positions within the class.
  • Requires ability to lift and carry up to 25 lbs.
Education and Work Experience:

Requires equivalent to the completion of a master’s degree, preferably with coursework in public administration, history, business administration, political science, library science, archival management or records management, AND two years of professional supervisory archival, records management, or closely related experience.

Possession of credentials as a certified archivist or records manager will be credited as six months of related professional supervisory experience.  Applicants with legal background or law degree encouraged to apply.

Application Process: 
  • Please visit https://ilsos.applytojob.gov/apply to apply by completing the online application; you may also upload a resume or other attachments as needed.
  • Preference will be given to Illinois residents in the hiring and selection process, in accordance with the Illinois Secretary of State Merit Employment Code.
  • Questions regarding this posting or Illinois Secretary of State employment practices may be directed to Job Counselors at our Personnel offices in Chicago (312-793-5515) or Springfield (217-782-4783).  
 
Equal Employment Opportunity Employer. Applicants must be lawfully authorized to work in the United States.
Applicants are considered for all positions without regard to race, color, religion, sex, national origin, sexual orientation, age, marital or veteran status, or the presence of a non-job-related medical condition or disability.
 
Share

Apply for this position

Required*
Apply with Indeed
We've received your resume. Click here to update it.
Attach resume or Paste resume
Attach resume as .pdf, .doc, .docx, .odt, .txt, or .rtf (limit 5MB) or Paste resume

Paste your resume here or Attach resume file

To comply with government Equal Employment Opportunity and/or Affirmative Action reporting regulations, we are requesting (but NOT requiring) that you enter this personal data. This information will not be used in connection with any employment decisions, and will be used solely as permitted by state and federal law. Your voluntary cooperation would be appreciated. Learn more.
Invitation for Job Applicants to Self-Identify as a U.S. Veteran
  • A “disabled veteran” is one of the following:
    • a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or
    • a person who was discharged or released from active duty because of a service-connected disability.
  • A “recently separated veteran” means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.
  • An “active duty wartime or campaign badge veteran” means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.
  • An “Armed forces service medal veteran” means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.
Veteran status


Voluntary Self-Identification of Disability
Voluntary Self-Identification of Disability Form CC-305
OMB Control Number 1250-0005
Expires 04/30/2026
Why are you being asked to complete this form?

We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years.

Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp.

How do you know if you have a disability?

A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to:

  • Alcohol or other substance use disorder (not currently using drugs illegally)
  • Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS
  • Blind or low vision
  • Cancer (past or present)
  • Cardiovascular or heart disease
  • Celiac disease
  • Cerebral palsy
  • Deaf or serious difficulty hearing
  • Diabetes
  • Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
  • Epilepsy or other seizure disorder
  • Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
  • Intellectual or developmental disability
  • Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
  • Missing limbs or partially missing limbs
  • Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
  • Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
  • Neurodivergence, for example, attention-deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
  • Partial or complete paralysis (any cause)
  • Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema
  • Short stature (dwarfism)
  • Traumatic brain injury
Please check one of the boxes below:

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.

You must enter your name and date