Illinois Secretary of State

Records Archivist

IL State Archives - Springfield, IL - Full Time

Office of the Illinois Secretary of State
Alexi Giannoulias

Job Title:        Records Archivist
Division:         Operations
Union:             IFT
Location:        100 E Jackson St, Springfield, IL – Sangamon County
Salary:            Range $4,631 to $7,929 monthly – commensurate with experience
Benefits:         https://cms.illinois.gov/benefits/stateemployee.html

Overview:
Independently performs professional archival duties as a specialist providing reference services to Illinois State Archives patrons, including the general public, attorneys, surveyors, historians, students, etc.

Duties and Responsibilities:
  • Performs professional archival reference work responding to walk-in patron visits, correspondence and telephone inquiries from government agencies, historians, the general public, etc.; researches archival holdings to fill reference requests; directs inquiries to other appropriate archives resources or other resources external to the Department.
  • Assists patrons wishing to do research by explaining available resources; arranges for retrieval of material from the stack area for patron use; determines which records would be useful to the patron and instructs them interacting ways to consult such records assists reference room patrons interacting use of microfilm and microfiche readers; operates read/printers to make copies of records for walk-interacting, correspondence or phone requests; gives instructions to typist for preparation of form correspondence; may draft unique correspondence.
  • Develops programs, exhibits, guides and other outreach activities to engage and educate the public regarding the Archives’ resources.
  • Creates finding aids for patrons use by processing and transcribing archival holdings onto archival forms, documents; prepares indexes.
  • Manages genealogical publication collection for easy retrieval for patron use.
  • Performs other duties as required or assigned.
Education and Experience:

Requires knowledge, skill and mental development equivalent to completion of four years college, preferably with coursework in public administration, history, business administration, political science, library science, archival management or records management, and one year of professional experience in archival, records management, or closely related experience.

Completion of an approved training program or possession of credentials as a certified archivist or records manager may be substituted for the experience requirement.

Knowledge, Skills and Abilities:
  • Requires working knowledge of the principles and methods of classifying, arranging, describing, cross-referencing and researching documents.
  • Requires working knowledge of professional archival techniques, systems and procedures.
  • Requires working knowledge of records management techniques and applications.
  • Requires working knowledge of the organization and structure of state and local government and local and regional history.
  • Requires working knowledge of standard office practices, procedures and methods.
  • Requires working 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 ability to develop a system to analyze, evaluate and classify documents from many sources.
  • Requires ability to maintain good working relations with government officials and the public.
  • Requires ability to communicate effectively both orally and in writing.
  • Requires willingness to pursue professional development opportunities.
  • Requires willingness to travel and possession of a valid Illinois driver’s license as required by the individual positions within the class.
  • Requires the ability to lift up to 75 lbs.
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.
Apply: Records Archivist
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Child support obligations: State law requires that you provide certain information about child support obligations at the time of hire. The possibility of employment is not affected by a child support obligation or default in payment.

Selective Service Registration: As a condition of employment, state law requires that “every male born on or after January 1, 1960, and less than 27 years old, shall submit documentation, at time of appointment, evidencing his registration with the Federal Selective Service System.”

Disclosure of Information: The Office of the Secretary of State requests disclosure of information that is necessary to accomplish the statutory purpose as outlined under 15 ILCS 310/10. Disclosure of this information is REQUIRED; failure to provide any information may result in rejection of this form.

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I certify that answers given herein are true and complete to the best of my knowledge.

I authorize investigation of all statements contained in this application for employment as may be necessary in arriving at an employment decision. I understand that this application is not, and is not intended to be a contract of employment.

In the event of employment, I understand that false or misleading information given in my application or interview(s) may result in discharge or other disciplinary action. I understand that if hired I authorize the State of Illinois to conduct an investigation into all aspects of my qualifications and background; any individual, organization, or agency that maintains records relating to me to provide these records upon request to any agency of the State Illinois conducting such an investigation. This authorization is not limited to employment records, credit records, and criminal history records. I release any individual, organization, or agency from any and all liability incurred as a result of providing such records. Proof of citizenship or immigration status will be required upon employment.*
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