Records​/Grants Consultant

Records/Grants Consultant – Library and Archival Professional 2, Full time, Permanent

This position supports the Archives mandates to gather, disseminate, and train agencies on all phases of records management practices, methods, procedures, and techniques for the efficient and economical storage and preservation of records. The position reports directly to the State Records Manager and provides advice, training, and consultations to government agencies, develops online educational resources, and assists with the development and review of retention schedules.

Provides advice and consultation to government agencies

• Answers routine questions from external customers relating to archives and records management issues with professional in-depth knowledge.
• Independently conducts on-site consultations to provide advice and assistance to customers on routine archives and records management issues.
• Builds and maintains working relationships with internal and external customers.
• Promotes and facilitates the use of archives services by local and state government agencies.
• Supports and assists the administration of the local records grant program.

Grant Administration

• Oversees the day-to-day operations of the Archives Local Records Grant program.
• Records and processes application submittals; reviews applications for completeness and uniformity prior to distributing to reviewers; records individual reviewer comments; schedules group reviews and takes notes on group discussions.
• Monitors and maintains contact with grantees to ensure the success of each grant, and that financial claims and required reports are submitted in a timely manner and do not exceed the contracted level.
• Conducts outreach to advertise the local records grant program and travels to customer locations and statewide conferences to provide orientation on the programs policies and procedures.
• Assists in the development, establishment, and interpretation of policies, procedures and guidelines for the local records grant program.
• Works with Office of the Secretary of State financial services and contracts staff to ensure that best practices and guidelines are followed to ensure positive feedback during any program audits.
• Works with internal and external customers to ensure the proper development and capture of statistics for use by the program and for reports to oversight bodies.

Miscellaneous

• Coordinates the activities and provides administrative support to the archives oversight committee.
• Provides backup support to archives’ research services.
• Other duties as assigned.

• Master's degree involving archives and records management, history or related field and one year of experience as a professional archivist and/or as a records management professional OR 7 years of professional, full-time experience managing information and records in government or highly regulated records management environment or interpreting, applying, and/or implementing retention schedules may substitute for higher education.
• Ability to efficiently use a personal computer and applicable software to successfully perform the essential job functions of the position.

• Experience with records retention schedules, particularly government.
• Prior experience in accounting, budgeting, grant management or closely related field.

In this position, the incumbent works in an office environment as well as records storage environment. Standard work hours are Monday-Friday from 8:00 AM to 5:00 PM, though work may be required outside of standard hours to include evenings, weekends, and holidays, particularly when emergency situations arise. Occasional statewide travel will be required that requires overnight stays at other locations. The incumbent communicates information both verbally and in writing primarily with other state and local government agencies and internal stakeholders.

They represent the Office of the Secretary of State in a competent, confident, and professional manner, including professional dress, have the ability to communicate effectively with customers, co-workers, and business contacts in writing…