What are the responsibilities and job description for the Archives and Records Management Specialist 3 (NY HELPS), Box OCE-1449/26201 position at Education Department, State?
The duties that the incumbent of the vacancy will be expected to perform. Duties Description The New York State Education Department’s (NYSED) Office of Cultural Education is seeking candidates for an Archives and Records Management Specialist 3 (ARMS 3) position in the New York State Archives, Grants Administration Unit. This Office oversees the day-to-day operations of the Local Government Records Management Improvement Fund (LGRMIF) grant program. The LGRMIF annually provides grants to local governments to help them establish records management programs or develop new program components. This position works closely with State Archives field staff; the Office of Cultural Education Director of Operations office; the State Education Department Grants Finance Unit; the State Education Department Contracts Administration Unit; and the Local Government Records Advisory Council (LGRAC). Duties of this position include, but are not limited to, the following: • Develop grant application materials and work with SED Contracts office on the review and approval of application materials;• Manage the application and review of grant proposals including assessment of review panels, collation of funding recommendations and budget recommendations using an electronic grants management system;• Manage the fiscal processes for payment of all grants, communicating with SED Grants Finance office, and other SED fiscal officers regarding grants program finances; • Oversee the management of the Archives eGrants system used to track and manage these grants, working with SED Information Technology Services to ensure the system is current and functional;• Serve as Delegated Administrator for the NY.GOV id system, creating and updating eGrant user accounts; • Serve as staff liaison to the LGRAC Grants Advisory Committee;• Prepare detailed analyses and reports on grant awards, outcomes, and expenditures for the administration of the State Archives and LGRAC;• Supervise professional and clerical staff responsible for the day-to-day operations for this program, including completion of annual performance plans and evaluations;• Serve on State Archives cross-cutting teams; and• Assist in the development of the State Archives strategic plans.
The minimum qualifications required for this vacancy. 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: A bachelor's degree and three years of professional experience in which the majority of your duties involved one or more of the following: analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation; 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; developing or implementing guidelines, standards, policies and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation; evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation; 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.A master's degree may substitute for one year of professional experience.PROMOTION: Current NYSED employees must have one year of permanent service as an Archives and Records Management Specialist 2.COMPETITIVE MINIMUM QUALIFICATIONS: Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Archives and Records Management Specialist 3.Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in any of the following titles: Archives Conservation Specialist 3.Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated SG-21 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.cfmIt 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 regarding the vacancy. Additional Comments CONDITIONS OF EMPLOYMENT: This will be a permanent, competitive appointment or a permanent, non-competitive appointment. 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 education and experience 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 leads to a maximum salary of $106,454 based on annual performance advancesAPPLICATION: Qualified candidates should send a resume and letter of interest by March 25, 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-1449/26201) 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.pdfGenerous 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.
The minimum qualifications required for this vacancy. 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: A bachelor's degree and three years of professional experience in which the majority of your duties involved one or more of the following: analyzing or appraising records and information systems to develop recordkeeping and/or records retention plans for an institution, governmental body, or corporation; 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; developing or implementing guidelines, standards, policies and procedures concerning records management and/or archives administration for an institution, governmental body, or corporation; evaluating available information technology to support recordkeeping needs and requirements of an institution, governmental body, or corporation; 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.A master's degree may substitute for one year of professional experience.PROMOTION: Current NYSED employees must have one year of permanent service as an Archives and Records Management Specialist 2.COMPETITIVE MINIMUM QUALIFICATIONS: Reassignment: Candidates must have one year of permanent competitive or 55b/c service as an Archives and Records Management Specialist 3.Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in any of the following titles: Archives Conservation Specialist 3.Section 52.6 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title allocated SG-21 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.cfmIt 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 regarding the vacancy. Additional Comments CONDITIONS OF EMPLOYMENT: This will be a permanent, competitive appointment or a permanent, non-competitive appointment. 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 education and experience 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 leads to a maximum salary of $106,454 based on annual performance advancesAPPLICATION: Qualified candidates should send a resume and letter of interest by March 25, 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-1449/26201) 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.pdfGenerous 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.
Salary : $106,454
