EXECUTIVE ASSOCIATE III

As the historical agency for Maryland, the State Archives is the central depository for government records of permanent value. Records date from the founding of the Maryland Colony in 1634 to the present day. The State Archives identifies, appraises, acquires, describes, preserves, and makes physically and electronically available (in a secure and dynamic environment) the permanent records of Maryland’s past, while providing reliable current information to citizens and public officials for the better administration of Maryland government and understanding of Maryland history. The Archives describes Maryland state, county, and municipal government agencies, and their origin, functions, structure, personnel, historical evolution, reports, and other aspects of Maryland and its history; and encourages the study of Maryland government and history. The agency also serves as the custodian of the state's fine art collections.

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Edward C. Papenfuse State Archives Building

350 Rowe Blvd

Annapolis, MD 20401

This position is the principal administrative support worker and acts as the personal secretary and assistant to the State Archivist. The position receives a myriad of special projects and requests that come in to the Archives daily, and is responsible for conveying a sense of the mission and goals of the Archives to citizens, public officials at all levels, and employees. The position receives feedback on special projects within the agency and is responsible for ensuring excellent public service delivery by assisting in follow-up on various programs within the agency.The position follows-up on quality control of administration services. This position facilitates the migration of paper records to electronic databases in a web-based environment.

• The position provides administrative support to the State Archivist and Deputy State Archivist. The incumbent will interpret decisions and polices and transmit with the authority of the State Archivist to the citizens, public officials and staff with appropriate responses to inquiries. The position is responsible for exercising considerable tact, discretion and judgment in maintaining agency contact with cabinet-level and executive departmental-level officials. 
• The position coordinates the schedules of the State Archivist and Deputy State Archivist, updating the Archives scheduling calendar as necessary. 
• The position is the State Archivist's liaison with program managers and assists in and maintaining good working relationships with staff, as well as conveying decisions and policies to Archives' staff. 
• The position will follow-up on special programs and projects that require the coordination of agency personnel with diverse public and private groups and individuals. 
• The position reviews, assigns, distributes and tracks incoming / outgoing reference inquiries from the public and governmental agencies. 
• The incumbent should know, understand, and be able to competently communicate agency policies and procedures.  
• The position will receive project status updates from managers regarding specialized scanning projects.
• The position provides managerial-level administrative support to the Hall of Records Commission by planning, organizing, and coordinating semi-annual meetings. This requires contact with Hall of Records Commission members (including the Chief Judge of the Court of Appeals, State Comptroller, President of the Senate, Speaker of the House, State Treasurer, and the Presidents of Maryland's leading colleges and universities). These contacts, as well as others with senior-level State officials and prominent private citizens, require a large measure of tact, discretion, and negotiating ability. 
• The position prepares a verbatim transcription of the recorded proceedings for the Hall of Records Commission meetings, which is then used to prepare official minutes for the meeting.
• The position prepares an electronic agenda, incorporating department reports, electronic staff presentations, and items of special interest.
• The position coordinates catering for the meeting attendees, comparing prices and placing orders, working with the Procurement Officer.

Education: Possession of a bachelor's degree from an accredited four-year college or university.

Experience: Two years experience in administrative or professional work     

-and-                      

Two years of professional archival experience

Notes:

1. Candidates may substitute additional experience in administrative staff or professional work on a year-for-year basis for the required education. Applicants may substitute additional experience in professional archival work with public records on a year-year-basis for the required education.

2. Candidates may substitute additional graduate level education at an accredited college or university at the rate of 30 semester credit hours for each year of the required experience in administrative work.

3. Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer involving administrative staff work that included analysis in applying and interpreting administrative plans, policies, rules or regulations on a year to year basis for the required education and experience in administrative work.  Candidates may substitute U.S. Armed Forces military service experience as a commissioned officer in Archivist classifications or Archivist specialty codes in the Library and Archives field of work on a year-for-year basis for the required experience in professional archival work.  

Only applicants who meet the minimum education and experience requirements will be considered for appointment. Please make sure that you provide sufficient information on your application (and on separate pages, if necessary) to show that you meet the minimum education and experience requirements. All information concerning your qualifications must be submitted by the closing date. Information submitted after deadline will not be considered.  Successful candidates will be ranked as Best Qualified, Better Qualified, or Qualified.

This is an Political Special Appointment which serves at the pleasure of the State Archivist.

State of Maryland Employment Benefits:

The Maryland State Personnel Management System family-friendly benefit practices and policies offer support and flexibility. Leave Benefits: The leave package includes from ten to 25 days of annual (vacation) leave per year, depending on seniority, as well as six personal days each calendar year. In addition, the state offers 11 paid holidays and 15 days of sick leave per year. State leave policies also adhere to the Family Medical Leave Act of 1993.  

Health Coverage: This includes medical, prescription, dental, vision and behavioral health coverage, as well as the possibility of life, accidental death and dismemberment, and long-term care insurance plans at low group rates.

Reduced Child and Health Care Costs:  The state offers Health Care and Day Care Flexible Spending Accounts. These plans allow saving, on a pretax basis, for health care and day care costs incurred during the plan year.  

Flexible Work Schedules: Employees of the state of Maryland typically work a forty-hour week. Many agencies offer employees flexible work schedules. The Teleworking Program enables eligible state employees to work at home, at a satellite office, or at a Telework Center.  

Retirement Benefits: Maryland state employees are eligible for participation in a contributory defined benefit pension plan in which they are vested after ten years. State employees are also eligible to participate in two supplemental retirement plans: the 457 Deferred Compensation Plan and the 401(k) Savings and Investment Plan.  

Free Mass Transit Benefit: Permanent state employees are entitled to use the Light Rail, the Baltimore Metro Subway, and bus service in the Baltimore metro area at no charge with a valid state ID card.  This benefit can be used any time of day or evening, including weekends.  The Free Mass Transit Benefit does not include the MARC trains, commuter buses, or any special event buses.

Job opportunities within the Maryland State Archives are now accessible through JobAps, the Statewide Recruitment, Examination and Applicant Tracking System.  The online application process is STRONGLY preferred.   By using the department filter and highlighting “State Archives”, you can view all active recruitments within the agency.  First-time users can register for an account by selecting a position to apply for, choosing “I am a new user” at the bottom, then keying in the necessary fields.  Click here to apply.  If online access is not available, you may submit a paper application and resume, to: Maryland State Archives 350 Rowe Blvd, Room 245 Annapolis, Maryland  21401 Attn:  Teresa Fawley or teresa.fawley@maryland.gov or FAX:  410-974-3895.  All materials must include the applicant's name and the job number and must be received by 5:00 p.m. of the closing date.  

TTY Users: call via Maryland Relay.  

We thank our veterans for their service to our country and encourage them to apply.  

As an equal opportunity employer, Maryland is committed to recruiting, retaining, and promoting employees who are reflective of the state’s diversity.