Digital Archives Specialist

SECRETARY OF STATE (DEPT OF STATE) Records Management Specialist

Job Location:

1901 W. Madison St. | Phoenix, AZ 85009

Salary: $22.00/hr

Grade: 17

The Archives and Records Management Branch (ARM) preserves and provides access to unique historical and contemporary resources including the official archives of Arizona’s permanent government records. ARM also assists agencies, local governments, and political subdivisions with the management of their public records pursuant to A.R.S. 41‑151.12 through 41‑151.18 and provides records storage, retrieval, disposal and preservation services to public bodies statewide.

The digital Archives Specialist will work under the supervision of the Electronic Records Archivist to plan, document, and implement procedures for accessioning, describing, and providing access to electronic records held by the State Archives. Key responsibilities include day‑to‑day processing and organizing of digital files according to established project guidelines, creating standardized entries and appending associated metadata in a digital asset management system, and contributing to the creation of new policies and workflows for the archives as it transitions to a new content management and digital storage system.

• Process digital archival collections under the supervision of the Electronic Records Archivist and according to best practices; enter information into the digital content management system and access aids.
• Participate in the ongoing maintenance and preservation of existing and newly created digital collections through quality control, intellectual control, and security.
• Assist the electronic records archivist with special projects and other essential duties pertaining to electronic records holdings not otherwise specified.
• Assist in the development of digitization plans and policies, efficient workflows, and collection and recording of metadata.
• Assist with the ongoing maintenance of equipment essential for digital preservation, including specialized software and hardware as well as legacy computers and equipment.
• Other duties as assigned related to the position (typically 5%‑10%).

• Personal computers and standard office equipment
• Microsoft Outlook, Word, Excel, Access and G‑Suite
• Digital preservation principles, practices, and techniques
• Basic archival practices and procedures
• Familiarity with basic records management principles and concerns

• Skill in proper handling of archival materials
• Skill in conducting research
• Excellent organizational skills
• Excellent written and verbal communication skills

• Ability to lift boxes weighing 20‑30 pounds
• Ability to access archival collections in PODS using OSHA‑approved ladders
• Ability to carry out directives with minimal supervision

• Bachelor’s degree in history, computer science or closely related field.
• Experience with or ability to learn archival content management systems and related tools, standards for archival description, digital preservation principles, and digital forensics techniques.

• Valid AZ driver’s license.
• All newly hired state employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E‑Verify).

• Sick leave
• Vacation with 10 paid holidays per year
• Paid parental leave – up to 12 weeks per year paid leave for newborn or newly‑placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long‑term disability insurance
• Optional employee benefits include short‑term disability insurance, deferred compensation plans, and supplemental life insurance.

Retirement – To help you build a financially secure future, the State makes monthly contributions to finance your retirement benefit. The State will contribute to the ASRS in an amount equal to your contribution. New State employees have a 27‑week wait period for contributions to begin.

The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer.