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State Archivist (Public Records Administrator) - Office of the Secretary

Public Records Administrator - State Archivist - Director of the Office of Pubic Records and Archives

Excepted Service,  Grade 8 ($102,364 to $153,548)

Open: April 27, 2021

Close: Open Until Filled

 

DOMICILE REQUIREMENT

There is a legal requirement that each new appointee to the Excepted and Executive Service either: (1) be domiciled in the District of Columbia at the time of appointment; or (2) establish District domicile within one hundred eighty (180) days of appointment.  The law also requires that Excepted and Executive Service employees maintain District domicile during the period of the appointment. Failure to maintain District domicile during the period of the appointment will result in forfeiture of employment.

INTRODUCTION

This position is in the Office of the Secretary, Office of Public Records and Archives. The mission of the Office of the Secretary is to provide protocol, authentication, and public records management services to the Mayor and the District government agencies. The Office of the Secretary manages the District of Columbia’s Archives, commissions all District of Columbia Notaries Public, and publishes the District of Columbia Register and the District of Columbia Municipal Regulations.

 

The overall function of the Office of Public Records and Archives is to schedule, collect, store, and manage records of the District government through the services of the District of Columbia Archives, Records Center, and the Library of Government Information. These repositories hold a wide array of documents that include administrative, architectural, engineering, fiscal, genealogical, historical, and legal records. The office also surveys, appraises, and schedules records; accessions records into the Archives, Records Center and Library of Information; services records and research requests from agencies of the government and the public; refiles and relocates records in the repositories; and disposes records that have met the terms and conditions of the schedules.

 

This position serves as Public Records Administrator, who manages the operation of the Office of Public Records and Archives. The position is highly concentrated, and provides executive leadership, expertise, and management to support the Secretary of the District of Columbia in a whole range of public record and archive services. As a senior leader in the Office of the Secretary, incumbent is responsible for conserving, protecting, maintaining, and making available to the public, in the most appropriate ways, the historical documents of Washington, DC, the official public records of the District of Columbia government, and the publications, reports, and findings of DC government agencies.

 

POSITION CONTROLS

 

Incumbent works under the administrative direction and supervision of the Secretary of

the District of Columbia, who provides assignments in terms of broadly defined mission,

goals, and objectives to be achieved. The Incumbent exercises significant responsibility

for independently planning, designing, and carrying out various aspects of the activities

and projects of the Office. Decisions affecting major policy matters are discussed with

the Secretary of the District of Columbia. Results of the work are normally accepted

without significant change. If the work should be reviewed, the review concerns such

matters as fulfillment in meeting the objectives, effectiveness of advice, and consistency

with policies, procedures, and practices. Recommendations for new projects and

alteration of objectives are evaluated for such considerations as availability of funds and

other resources.

 

Guidelines include established policies, procedures and regulations of the District of

Columbia and Federal Government, and Mayors' Orders. The incumbent uses expert

judgment in interpreting the extent of existing guidelines, in identifying areas that need

further development or study, and in evaluating the significance and impact of developments. The incumbent must demonstrate ingenuity and sound judgment in

developing new or innovative approaches to specific problems or areas of work.

 

MAJOR DUTIES AND RESPONSIBILITIES

 

Serves as Historian of the District of Columbia, and as represented in the official records of the District government; Chair of the D.C. Historical Records Advisory Board; D.C. State Records Coordinator; staff liaison to the Records Disposition Committee; and

liaison between the District government, the National Archives, and the National Historical Publication Records Commission in representing the historical records interest of the District government.

 

Manages the District's paper and electronic records and archival documents through

their lifecycle. As the key staff involved in ongoing records and archiving, creates new

approaches that meet records and archiving requirements of the District agencies and

stakeholders.

 

Acts as the "Business Lead" for the Secretary of the District and Mayor on the continued

development, implementation, assessment, and maintenance of the District's Enterprise

Content Management Program (Electronic Document Management in the District).

 

Collaborates with stakeholders on the development of new business strategies by

engaging communities of interest, and respects fiscal and resource realities. Utilizes

strategic long-term vision in partnering business and technology while determining

business direction.

 

Provides structure, coordination, and oversight for strategic and operational planning for

the office, and in identifying and establishing project priorities.

 

Manages and oversees the development and implementation of rules, regulations,

plans, policies, procedures and standards for surveying, appraising, and scheduling

records of the District government; accessioning, storing, retrieving, and servicing

records from repositories that hold District government records.

 

Oversees the preparation and designing of seminars, programs, and training information for DC agencies in the principles, practices, and techniques of information and records management.

 

Manages the preparation and submission of grant proposals to the appropriate

authorities to process and preserve the historical and permanently valuable records of

the District government. Reviews and makes recommendations to the national Historical

Publication Commission proposals to fund historical records projects.

 

 

Designs, deploys, and manages the District's Records Center business model, policy, procedures, and guidelines in collaboration with the Secretary of the District of Columbia and stakeholders. Creates and deploys a "state of the art" approach to record retention schedules.

 

Collaborates as the Business Lead for Enterprise Content Management with the Office

of the Chief Technology Officer (OCTO) in its role as the Technology Lead for Enterprise Content Management. Implements and oversees the systems and processes required for the management of digital media through its business, legal and historical life cycle.

 

Develops collaborative networking partnerships with the District agencies and

employees, as the shift of the responsibility for managing the lifecycle of business, legal

and historically valuable records move to business users.

 

Provides the full range of supervisory responsibilities, as required to manage, and direct

the work efforts of subordinate staff and activities of assigned operations. Supervises

and assigns duties and responsibilities; formulates overall plans for resources; approves

and disapproves leave requests; recommends selection, promotion, incentive

recognition and corrective or adverse action; establishes work standards; and identifies

developmental and training needs. Develops quantitative and qualitative measures for

evaluating the performance of staff and the performance of the office. Makes decisions

on work problems presented by subordinate staff.

 

Develops and maintains close personal contact with internal staff as well as external

agencies and stakeholders. Collaborates with internal government stakeholders (agency leaders, records staff, and employees) and external stakeholders in the records and archiving communities. Contacts include securing funding mechanisms and business resources, developing strategy and business models, articulating, and deploying policy, procedures, and technical guidance, and performing liaison work with communities of interest.

Performs other related duties as assigned.

 

OTHER SIGNIFICANT FACTS

Mastery knowledge of records management, archival management, and enterprise

content management (EOM). Mastery knowledge of accepted national standards,

regulations and rules that govern public sector records management and archival

management.

 

Mastery knowledge of and skill in problem-solving, negotiation strategies and project

management to conduct in-depth research and analysis, and mastery of management

principles, procedures and techniques of analysis and evaluation.

 

Mastery knowledge of project management principles, practices, and techniques of

planning, organizing, analyzing, evaluation and control. Demonstrated ability to facilitate

the development and implementation of business initiatives and projects.

 

Demonstrated skill and experience in customer service theory and practice and business effectiveness practices. Ability to implement customer service-oriented principles, measures, and improvement strategies.

 

Demonstrated skills and experience in providing leadership in a supervisory capacity

and in providing leadership in a team-based environment; and the ability to set

appropriate work standards and to hold people accountable for their performance.

 

Superior oral and writing communication skills to prepare reports and presentations,

proposals, etc., advise on issues; to articulate instructions and directives; and to communicate information and decisions with all interested parties. Communicates at all

levels from District and Federal executives to staff, customers, and stakeholders.

 

Skill in both paper and electronic content/records management and archiving.

 

SPECIAL NOTE

The incumbent of this position will be subject to enhanced suitability screening pursuant

to Chapter 4 of DC Personnel Regulations, Suitability Security Sensitive.

 

COVID-19 Vaccination: All employees of the District of Columbia must be

vaccinated against the Coronavirus disease 2019 (SARS-CoV-2) as a condition of

employment.

 

 

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