Job Description

Job Description and Duties

Are you passionate about preserving our state’s most important records and history? Are you an innovative and engaging leader who would like to utilize technology and partnerships to expand access to California’s history and archives to the world? Do you have experience managing high-performance teams who can take on exciting and challenging projects? If so, our Assistant Division Chief position is for you! The Secretary of State’s Archives Division (State Archives) is seeking a passionate, organized, inspiring, and self-motivated leader to join our Management Team.

As the Assistant Division Chief (Staff Services Manager III), you will serve as the Deputy State Archivist and have the opportunity to oversee large-scale initiatives that implement new technologies to broaden public access to the State Archives’ collection. You will report directly to the Division Chief (State Archivist) and manage the day-to-day operations of the Administrative and Budget Unit. This position directly supervises a Staff Services Manager II, a Staff Services Manager I, and the Administration Unit which consists of one Archivist II, three Analysts, and one Office Technician, as well as indirectly managing staff that report directly to the subordinate managers.

As the Assistant Division Chief, you will also be responsible for:

• Streamlining and automating public services to increase the ease for which customers can do business with the Division
• Establishing and maintaining contacts with the Legislature, Governor’s Office, state and local government agencies, and other external organizations
• Supervising, directing, mentoring, coaching, and evaluating the performance of staff
• Coordinating division-wide training, teambuilding, onboarding, and employee recognition
• Ensuring staff accurately complete and execute Division contracts, procurement, and statements of work in a timely manner
• Directing large and complex research projects regarding public disclosure of historical records to set Division policy
• Serving as the Deputy Coordinator for the California Historic Records Advisory Board
• Managing grant funded projects and services
• Preparing unit reports and statistics
• Making presentations to external constituencies
• Attending professional conferences

Supplemental Questionnaire: Applicants must submit a Supplemental Questionnaire responding to the questions listed below, it should be no more than two (2) pages typed, using business professional font, font size, and formatting. Responses do not need to include the question but must be numbered in the same order. Applications that do not follow the directions as identified above, provide incomplete responses, or do not submit a Supplemental Questionnaire will not be considered.

1. Describe your areas of expertise, distinguishing qualifications, and experience in a leadership role that show how you meet the desirable qualifications of this position.
2. Describe your experience managing programs or projects involving records management, public access, archival collections, preservation, digitization, or similar areas. This may include work in archives, libraries, research institutions, or comparable professional environments.
3. Describe your experience developing and implementing policies and procedures in archives, special collections, or professional settings. Include information on strategies you used, challenges you encountered, solutions you employed, how you rolled out the policies, and how you gained buy-in from internal or external stakeholders.

You will find additional information about the job in the .

Working Conditions

Position provides telework opportunities based upon the agency’s telework policy and business needs.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Ability to lead a team, build strong working relationships, and foster a positive work environment
• Strong supervisory and/or managerial experience
• Experience managing programs involving records management, public records, archival collections, reference services, preservation, digitization and/or similar items.
• Ability to excel in a challenging, complex, and often time-sensitive environment
• Experience reviewing state and federal laws and regulations to determine division policies and/or procedures
• Ability to consult with and advise the Division Chief on a variety of topics
• Ability to work independently and manage multiple large-scale projects and priorities
• Experience with library and archives tools, standards, software, and systems and their implementation
• Master’s degree in library and information science, history or public history
• Knowledge of the California Secretary of State, State Archives, and state government, specifically California history, the state budgetary process, the state legislative process, state personnel practices, and trends in public administration

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.
• Supplemental Application - Please provide your responses to the supplemental questions as directed above.

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