Archives & Records Management Specialist ; NY HELPS Box OCE

Overview

The duties that the incumbent of the vacancy will be expected to perform. The New York State Archives is seeking candidates for an Archives and Records Management Specialist 3 position. The incumbent will provide records management advisory services to local governments and state agencies in New York State, focusing primarily on villages and Cornell Cooperative Extensions. The position requires extensive travel throughout New York State.

• Provide direct advice and assistance to local governments and state agencies on a wide range of archives and records management topics including records retention, inventory, storage, preservation, access and information technology.
• Deliver training via State Archives workshops and webinars and promote the development of effective local government and state government records management programs through consultations by referring customers to other State Archives staff as needed.
• Conduct analysis of records systems in local governments, including electronic record keeping systems, to support the development of retention and disposition schedules, as well as other records management services.
• Monitor grant projects funded under the Local Government Records Management Improvement Fund and ensure that the results are communicated widely.
• Collaborate with State Archives staff and local government officials to develop training resources, publications, technical standards and other records management products and services.
• Serve on State Archives cross-cutting teams.
• Travel extensively within New York State as required.

The NY HELPS program may allow non-competitive appointment for the duration of the program, with later conversion to competitive status. The following minimum qualifications apply for appointment through NY HELPS and for open-competitive consideration:

• Three years of experience performing clerical, keyboarding, or paraprofessional work in an office environment.
• For promotion: one year of permanent service as an Archives & Records Management Specialist 2.
• Competitive
  
  Minimum Qualifications:
• Eligible List Appointment: must be reachable on the Civil Service eligible list for this title; if on the list, may receive a canvass letter and must respond as instructed.
• Reassignment: one year of permanent competitive or 55b/c service as an Archives and Records Management Specialist 3.
• Section 52.6 Transfer: one year of permanent competitive or 55b/c service in a title allocated SG-23 or higher eligible to transfer under Section 52.6 of the Civil Service Law.

It 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 may result in disqualification.

This will be a contingent permanent, competitive appointment or a contingent permanent, non-competitive appointment. Promotions and transfers may change appointees’ negotiating unit. Verification of education and experience will be required at the time of interview. The position allows telecommuting up to 30% each bi-weekly pay period at the discretion of the supervisor. It will require 40% in-state/statewide travel. The position leads to a maximum salary of $109,650 based on annual performance advances.

New State employees hired to graded positions start at the hiring rate within the Salary Range. Promotion salaries are determined by the NYS Office of the State Comptroller and applicable union contracts.

Qualified candidates should send a resume and letter of interest by February 18, 2026 to ocejobs (email submissions are preferred). The resume must clearly indicate how the minimum qualifications are met. Include the Box number (OCE-1557/26220) in the subject line to ensure receipt. Links to application materials will not be accepted. Your social security number may be required to confirm eligibility.

New York State Education Department (NYSED) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination on the basis of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, genetic characteristics, marital status, domestic violence victim status, gender identity, prior conviction records, or sealed records. Generous benefits of working for New York State include holidays, paid time off, health care benefits, pension or retirement plan options, public service loan forgiveness, and other life insurance options.

Some positions may require additional credentials or a background check to verify your identity.