Administrative: Performs office work directly related to the establishment and implementation of policies, practices, goals, and objectives. The Local Government Records Specialist performs various duties including, but not limited to:
1. In consultation with the Director of State Archives & Public Records Administration, create, administer and implement government records policies, records retention schedules, goals, and objectives, that support the initiatives of the Department of State, the Local Government Records Program, and Public Records Administration;
2. Receive and review Certifications of Records Destruction and assist agencies with proper retention and disposition of records, conduct onsite agency assessments and site visits, and coordinate records clean-up days;
3. Assist with processing State Records Center storage and work orders, and data integrity initiatives, in collaboration with the Public Records Administration staff;
4. Work with the Director of State Archives & Public Records Administration to ensure ongoing and proper care of archival collections;
5. Work with the Department of State Finance Division for the acceptance, processing, and submission of municipal checks for the Historical Records Trust Fund;
6. Assist in the appraisal, transfer, accessioning, deaccessioning, processing, ingest, and workflows for the routine intake, scanning, and storage of archival holdings;
7. Assist in the record entry and maintenance of the online bibliographic catalog and trusted digital repository, ArchivesSpace and Preservica;
8. Assist in the inventory and transfer of materials from agencies which demonstrate permanent value and coordinate the transfer of materials to the State Archives for permanent preservation, implementing mechanisms for ensuring the authenticity, preservation, and access of said material;
9. Assist with the State Archives exhibit program, including digitization for on-line exhibitions, and research and make recommendations for physical displays in the State Archives Gallery and offsite;
10. Assist in creation, update, and distribution of clear, plain-language recommendations, guidance, and other materials regarding archives and records management.
11. Conduct and assist in the planning of outreach events, public programming, and seminars and provide direction and training to agency partners on archives and records management on behalf of the Archives Division;
12. Assist in the creation, update, and maintenance of finding aids that comply with industry standards;
13. Support the research about Rhode Island history, government, and culture in the reference and reading room in absence of reference staff, and as otherwise needed; and
14. Perform other duties as required.
The Local Government Records Specialist assists the Director of State Archives & Public Records Administration in the Local Government Records Program. The Local Government Records Specialist collaborates with local government officials to develop active records management programs, provides advice and training regarding records management and retention to local and state government, and is responsible for the routine administration of the Historical Records Trust account. The Local Government Records Specialist supports the Division in preparing and processing archival records for cataloging, preservation, and access.
The Local Government Records Specialist is a hard-working individual who is dedicated to supporting local governments in maintaining records to provide Rhode Islanders with accurate, timely, and responsive information about government records. The Local Government Records Specialist has a passion for excellence and innovation, a desire to implement emerging technologies, and enthusiasm for collaboration and fostering strong relationships with the Department's local government partners and constituents.Benefits
For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.
Skills Required
- Experience using ArchivesSpace and Preservica for cataloging and digital repository maintenance.
- Knowledge of records retention schedules, public records law, and records management best practices.
- Experience with archival workflows: appraisal, accessioning, processing, digitization, preservation, and ingest.
- Experience conducting onsite agency assessments, coordinating records transfers, and reviewing certifications of records destruction.
- Ability to create clear guidance, training materials, and provide outreach and training to agency partners and the public.
- Experience with inventorying archival materials and coordinating transfers for permanent preservation.
- Ability to assist with fiscal processing related to the Historical Records Trust Fund (acceptance and submission of municipal checks).
- Ability to perform public-facing reference services and support research in the reading room when needed.
What We Do
The State of Rhode Island is the official government entity responsible for the administration, governance, and delivery of public services to the citizens and residents of the state of Rhode Island.
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