CHIEF BUREAU OF ARCHIVES AND RECORDS PRESERVATION

Definition

Under the general direction in the Division of Archives and Records Management, Department of State, oversees the daily operations of the New Jersey State Archives, including acquisition, management and preservation of permanent New Jersey public records and related public research, publication, and exhibition functions; does other related work.

Examples of work

• Supervises staff involved in the management of the State Archives' collections; assists in the establishment and implementation of policies relating to the appraisal and accessioning of historical records in all formats, the arrangement and description of historical materials held by the State Archives, and the dissemination of information on the Archives' holdings through various media.
• Assists in the development of the State Archives; works with the Reference Supervisor to develop the State Archives' reference collection of books, microfilm, electronic and other media.
• Supervises staff involved in public reference services of the State Archives; assists in establishment and implementation of internal policies regarding use and production of State Archives' materials.
• Supervises staff involved in the dissemination and publication of information about the holdings of the State Archives, and the history of New Jersey; assists in the establishment of publications priorities, timeframes, sales strategies, policies and standards.
• Supervises staff involved in the exhibition and interpretation of materials from the State Archives' collection and related materials from other repositories; works with the exhibits staff to establish exhibition priorities, timeframes, policies, procedures, and standards.
• Supervises staff involved in the preservation and conservation of archival materials, and in the maintenance of appropriate storage environments and security levels.
• Works with staff to establish disaster preparedness and emergency plans for the State Archives.
• Provides consultation and advice in promulgating standards, regulations, policies, procedures and retention schedules for public record administration.
• Authorizes records disposal; reviews records retention schedules and recommends changes when appropriate.
• Investigates reports of New Jersey public records inappropriately held by private individuals, organizations, or manuscript dealers, and recommends recovery action based on established Division policies.
• Participates, in disaster recovery efforts of records; in conjunction with records management staff.
• Prepares, or supervises the preparation of correspondence, reports, and grant applications.
• Supervises the collection and reporting of budgetary and statistical information, and the maintenance of administrative records.
• Plans, organizes, and assigns work of the organizational unit and evaluates employee performance and conduct, enabling the effective recommendation of the hiring, firing, promoting, and disciplining of employees.
• Prepares correspondence.
• Oversees provision of administrative support for the State Historical Records Advisory Broad in performance of state-level review of federal grant proposals, and in strategic planning for improved historical records preservation and access.
• Will be required to learn to utilize various types of electronic and/or manual recording and information system used by the agency, office, or related units.

Education

Master of Arts degree in History or related field, or Master's of Library Science from an accredited college or university.

Experience

Five (5) years of professional and/or specialized experience in an archives, library, historical organization or educational institution, two (2) years of which shall have been in a supervisory capacity.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of archival management and administration.
• Knowledge of the techniques used to of administer public records and related manuscripts, including arranging, describing, exhibiting and publishing such records.
• Knowledge of the problems involved with the creation of records, their proper care and preservation, and the establishment of appropriate retention and disposal schedules for the destruction of records not needed on a permanent basis.
• Knowledge of modern conservation administration theory and practices and disaster assistance techniques for preservation of documents.
• Ability to read, and understand information on the history of the United States in general and of New Jersey in particular.
• Ability to administer conservation programs and to provide emergency disaster record recovery assistance to state government agencies.
• Ability to apply a comprehensive knowledge of history to archival materials.
• Ability to coordinate activities of a statewide program of archival administration.
• Ability to provide appropriate assignments and instructions to individuals and groups of employees and to supervise the performance of their work.
• Ability to develop archival exhibits and prepare finding aids.
• Ability to work effectively with staff and others interested in or concerned with legal, historical, and other public documents and records.
• Ability to apply archival and public records administration techniques.
• Ability to prepare detailed and technical correspondence.
• Ability to prepare clear, sound, accurate, informative reports containing findings, analyses, conclusions, and recommendations.
• Ability to prepare historically important documents and materials for publications.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office or related units.
• Ability to read, speak, understand, or communicate in English sufficiently to perform the duties of the position. American Sign Language or Braille may be considered as acceptable forms of communication.
• Persons with mental of physical disabilities are eligible as long as they can perform essential functions of the job after reasonable accommodation is made for their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.