Review Vacancy
AgencyEducation Department, State
TitleArchives and Records Management Specialist 2 (NY HELPS), Box OCE-1526/26075
Occupational CategoryNo Preference
Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)
Salary RangeFrom $66951 to $85138 Annually
Appointment Type Contingent Permanent
"Other" Explanation Monday through Friday (9:00am – 5:00pm) with rotating Saturdays (9:00am – 5:00pm)
Workday
Duties Description The New York State Education Department’s (NYSED) Office of Cultural Education (OCE) is seeking candidates for an Archives and Records Management Specialist 2 position in the Archival Services Unit. This Office leads efforts, on behalf of all New Yorkers, to manage, preserve, ensure access to, and promote the wide use of, records that support information needs and document the history, governments, events, communities, and peoples of our State. This position in Researcher Services will supervise our digitization program. Duties of this position include, but are not limited to, the following:
• Supervise the digital copy order process and records digitization projects;
• Participate in the workflow of digitization, including supervision of staff in the creation of digital images and metadata for online delivery and preservation;
• Ensure the creation of appropriate metadata for digital images to ensure the researcher’s ability to discover, search and browse digital content;
• Implement quality control procedures relating to data entry and digital images;
• Supervise and evaluate performance of technicians, office assistants, and student interns, as assigned;
• Participate in Researcher Services activities, including providing assistance to researchers onsite, as well as by email or postal mail, and over the phone;
• Assist in the development of outreach tools including electronic publications, web content and social media content to facilitate researcher access to and use of the holdings of the state archives; and
• Deliver presentations to staff, the general public and special audiences on State Archives services and holdings and on specialized research topics.
Minimum Qualifications MINIMUM QUALIFICATIONS:
NY HELPS
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
NON-COMPETITIVE MINIMUM QUALIFICATIONS:
To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:
Either a bachelor's degree and two years of professional experience in which the majority of your duties involved one or more of the following:
1. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;
2. Providing education, training, grant-in-aid, or direct technical assistance services in records management and/or archives administration for an institution, governmental body, or corporation;
3. Developing or implementing guidelines, standards, policies and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation;
4. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;
5. Acquiring, controlling, preserving, making available, or promoting use of archival records, whether in electronic, paper, or other form for an institution, governmental body, or corporation;
Or a master’s degree and one year of professional experience as described above.
COMPETITIVE MINIMUM QUALIFICATIONS:
Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Archives and Records Management Specialist 2.
Section 70.4 Transfer to Archives and Records Management Specialist 2: Candidates may be eligible for nomination for transfer under Section 70.4 of the Civil Service Law to Archives and Records Management Specialist 2 if they are a current NYS employee with one year of permanent competitive or 55b/c service in a title salary grade 16 or higher AND have standing on the Archives and Records Management Specialist 2 eligible list AND possess the open-competitive examination qualifications.
Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated salary grade 16 or higher eligible to transfer under Section 52.6 of the Civil Service Law.
For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm
55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and the following minimum qualifications:
Either a bachelor's degree and two years of professional experience in which the majority of your duties involved one or more of the following:
1. Analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation;
2. Providing education, training, grant-in-aid, or direct technical assistance services in records management and/or archives administration for an institution, governmental body, or corporation;
3. Developing or implementing guidelines, standards, policies and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation;
4. Evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation;
5. Acquiring, controlling, preserving, making available, or promoting use of archival records, whether in electronic, paper, or other form for an institution, governmental body, or corporation;
Or a master’s degree and one year of professional experience as described above.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
Additional Comments CONDITIONS OF EMPLOYMENT:
This will be a contingent permanent, competitive appointment or a permanent, non-competitive appointment. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and is subject to verification of applicant eligibility. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits. Verification of degree will be required at the time of interview for all candidates. This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office. This position will require 1% in-state/Statewide travel.
This position leads to a maximum salary of $85,138 based on annual performance advances. For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.
APPLICATION: Qualified candidates should send a resume and letter of interest by June 24, 2025 to OCEJOBS@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1526/26075) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.
New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, prior arrests, youthful offender adjudications, or sealed records.
Interested in a job with New York State, but don’t know where to start?
Visit these links for information on working for New York State:
• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf
Generous benefits of working for New York State, including, but not limited to, the following:
Holiday & Paid Time Off
• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.
Health Care Benefits
• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.
Additional Benefits
• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.
Some positions may require additional credentials or a background check to verify your identity.
Name Office of Human Resources Management
Email Address ocejobs@nysed.gov
Address
Street NY State Education Department
89 Washington Avenue, OHRM, 528 EB
Notes on ApplyingAPPLICATION: Qualified candidates should send a resume and letter of interest by June 24, 2025 to OCEJOBS@nysed.gov (email submissions are preferred). Your resume must clearly indicate how you meet the minimum qualifications for this position. You must include the Box number (OCE-1526/26075) of the position in the subject line of your email and cover letter to ensure receipt of your application. Links to application materials will not be accepted (i.e., Google Docs). Your social security number may be required to confirm your eligibility.