Assistant Division Chief, California State Archives, Sacramento, CA

Posted November 1, 2019

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 will oversee a staff of three Staff Services Manager Is, one Associate Governmental Program Analyst, one Office Technician, and multiple student assistants. You will be indirectly responsible for the program activities of the Records Management and Appraisal Unit, Collections Management Unit, and Research Services Unit.

 

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

 

Desirable Qualifications:

• Innovative leader with a demonstrated ability to lead a team, build strong working relationships, and foster a positive work environment

• Strong supervisory and/or managerial experience

• Demonstrated skills in change management, effective communication, and conflict resolution

• Experience managing programs involving records management, public records, cultural resources, archival materials, and/or similar items.

• Ability to excel in a challenging, complex, and often time-sensitive environment

• Experience reviewing state and federal law to determine division policies and/or procedures

• Ability to consult with and advise Division Chief on a variety of topics

• Ability to work independently and manage multiple large-scale projects and priorities

• Strong budget and vendor management experience

• 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

 

Supplemental Questionnaire: See Special Requirements Section.

 

You will find additional information about the job in the Duty Statement.

 

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

• STAFF SERVICES MANAGER III

 

Additional Documents

• Job Application Package Checklist

• Duty Statement

 

Position Details

Job Code #: JC-178747

Position #(s): 

785-300-4802-001

Working Title: Staff Services Manager III

Classification: STAFF SERVICES MANAGER III

$8,173.00 – $9,280.00

 

# of Positions: 1

Work Location: Sacramento County

Job Type: Permanent, Full Time

 

Department Information

Created by California’s first law, the California State Archives has collected, preserved, and provided access to the State’s permanent governmental records collections and other materials since 1850. The State Archives’ collections include more than 350 million documents and appeal to a wide variety of researchers whose interests range from legislative intent and public policy to genealogy and railroad history in California. The position works in a secured environment and is in downtown Sacramento, near Light Rail, K Street Mall, and other amenities. 

 

Special Requirements

Supplemental Questionnaire:

The response to the Supplemental Questionnaire listed below must be typed in Times New Roman, Calibri, or Arial font, 12-point, and single spaced. Responses shall be no more than two pages in length and must have margins set at one inch (1″) on each side. Responses do not need to include the question but must be numbered in the same order. Applications submitted without the Supplemental Questionnaire will not be considered.

 

Applicants must answer the following questions:

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 involving records management, public records, cultural resources, archival materials, and/or similar items.

3. Describe your experience supervising, coaching, mentoring, and directing other employees or teams. Include information on how you encourage a team environment, develop staff, and motivate employees to successfully achieve planned goals.

4. Describe your experience leading and/or implementing change in an organization.

5. Describe your experience developing and implementing policies. 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.

 

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 11/8/2019

 

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

 

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

 

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account throught the following link. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

 

Secretary of State

Attn: Gillian Underwood

1500 11th St – 4th Floor – Suite 475

Sacramento, CA 95814

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

 

Gillian Underwood

1500 11th St – 4th Floor – Suite 475

Sacramento, CA 95814

08:00 AM – 05:00 PM

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 www.CalCareers.ca.gov. 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 optional. It may be included, but is not required.

• Supplemental Application – Answers to Supplemental Questionnaire questions must be submitted per the instructions in the Special Requirements Section.

Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

 

Contact Information

The Human Resources Contact is available to answer questions regarding the position or application process.

Human Resources Contact:

Gillian Underwood

(916) 695-1496

[email protected]

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department’s EEO Office.

EEO Contact:

Mike Green

(916) 653-6987

[email protected]

California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.