Senate Deputy Archivist for Senators' Offices
Apply NowCompany: United States Senate
Location: Washington, DC 20544
Description:
Senate Deputy Archivist for Senators' Offices
Organization
Secretary of the Senate
DepartmentSenate Historical Office
SALARY RANGE:
SEC-10: $97081-$150478
FEDERAL RELAY SERVICE:
TELEWORK:
This position is eligible for a partial remote work schedule after an initialintroductory onsite period.
FLSA STATUS:
Exempt
DEADLINE FORAPPLICATIONS:
1/14/2025 at 7:00pm EST
JOB DESCRIPTION:
NATURE OF WORK
This is administrative work evaluating, accessioning, describing, and retrieving official records of the Senate as dictated by Title 44 of the U.S. Code, Section 2118. Work includes advising and assisting in the proper archiving of Senate records and advising on proper archiving of Senators' papers. Work is bound by Secretary of the Senate policies and procedures; the U.S. Senate Handbook; and the Senate Ethics Manual, but requires independent judgment in setting priorities and handling assignments.
ESSENTIAL FUNCTIONS
Collaborate with Senate Archivists and colleagues to set the vision and direction for Senators' office electronic records preservation and transfer to Senators' designated repositories by building on current policies and procedures for Senators' office electronic records preservation.
Build on current approaches to appraising electronic records, working collaboratively with Senate Archivists.
Monitor the Senate's constantly evolving systems and technological environment in order to develop and update preservation guidance, working collaboratively with Senate Archivists.
Build on current policies and practices for web and social media archiving, working collaboratively with Senate Archivists.
Assess and manage Congressional Papers Partnership Grants, working collaboratively with the Senate Archivist.
Develop and maintain a tool to document and track the archiving and final donation of Senators' collections.
Develop an understanding of what systems are used in Senators' offices and how they are being used, in order to provide preservation guidance for systems content.
Understand the functioning of Senate constituent services systems and advise on best practices for managing information in them.
Review office management of electronic records and recommend processes and tools to assist with these tasks.
Provide Senators' offices with documentation, training, necessary guidance, and short-term, in-person assistance on digital records management and preservation procedures that ensure the authenticity, integrity, and security of born-digital content, including drafting a custom office records management policy, drafting or updating a custom records management file plan, and setting up a customized shared drive.
Work with office systems administrators to prepare electronic records systems and data for extraction from Senate systems and deposit in Senators' designated archival repositories.
Provide short-term, in-person assistance at the end of a Senator's service to help office staff implement steps recommended in the Historical Office publication Preserving Senate History: Closing a Senator's Office.
Consult with designated repository archivists on the transfer of Senators' electronic and paper records to repositories.
Perform other duties as assigned, which may include presentations to staff, the Advisory Committee on the Records of Congress, and professional organizations.
Maintain current knowledge of the Historical Office's Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills.
As part of the Secretary's customer service initiative (known as R.A.T.E.), provide all customers with the highest level of customer service.
MINIMUM QUALIFICATIONS:
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in an office environment with exposure to everyday risks and discomforts, and requires the use of normal safety precautions. Work is essentially sedentary but does require travel between offices and the National Archives. Work also requires walking, standing, bending, and carrying items up to 40 pounds, such as books, papers, and small parcels. Regular, predictable, and punctual attendance is required for performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary.
MINIMUM QUALIFICATIONS
Work requires an ALA-accredited master's degree in library, information, or archival science, or an equivalent master's degree, with five years of experience in archiving, including at least two years of experience in digital archives and in managing and preserving electronic records and curating born-digital content. Work with congressional collections preferred. The work also requires the following knowledge, skills, and abilities:
In-depth knowledge of the archival functions of appraisal, arrangement, and description, and the additional digital curation procedures that ensure the authenticity, integrity, and security of born-digital content.
Working proficiency with current tools, methodologies, and best practices for managing the long-term preservation of electronic records.
Knowledge of metadata best practices, as related to preservation and digital stewardship.
Knowledge of general copyright, donor restriction, privacy, and ethical issues related to donating a senatorial collection to a research institution.
Ability to inspire, train, and provide guidance to staff on preserving Senators' records of service.
Familiarity with web archiving applications and methodologies for the acquisition of web content, including social media. Demonstrated ability to communicate effectively with a wide variety of stakeholders, both internal and external to the Senate.
Ability to interact positively with Senators and staff at all levels of the organization, with tact and diplomacy.
Ability to maintain confidentiality and exercise discretion.
Ability to pay attention to detail and protocol.
Experience with project management and demonstrated ability to prioritize projects and resources, work independently on multiple projects and priorities, and work well under pressure and time constraints.
Demonstrated ability, willingness, and desire to learn new things and take initiative.
Ability to routinely move boxes up to 40 pounds and to occasionally ascend/descend ladders or stairs.
PREFERRED QUALIFICATIONS
Knowledge of U.S. History and the Senate as an institution.
Ability to distinguish Senators' permanently valuable historical records from other types of records.
Demonstrated ability to coordinate with others to articulate a vision for an area of work, set a strategy for implementing it, and set goals and later evaluate the degree of success in accomplishing them.
Demonstrated ability to work in a team-oriented setting with fellow staff members toward the institution's and Senators' offices goals.
Experience with command-line interfaces, scripting languages, relational databases, and coding.
Experience with data standards for format and technical interchange.
LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS
Digital Archivist Certification
Security clearance is not required at hire, but it may be necessary for the candidate to obtain a clearance once in the position.
Veteran'sPreference:
Hiring for this position will be governed by the Veterans EmploymentOpportunity Act of 1998 ("VEOA"), as made applicable by the CongressionalAccountability Act of 1995. Pursuant to the VEOA, qualified applicants who arenot current employees of the Office of the Secretary of the Senate and who aredisabled or who have served on active duty in the Armed Forces during certainspecified time periods or in certain military designated campaigns ("veterans")may be eligible to receive a preference over non-veterans in hiring decisions.Family members of veterans may also be eligible to receive a veterans'preference if the veteran cannot claim his or her veterans' preference.
To be eligible for a veterans' preference, applicants must meet all of therequirements set forth in the VEOA and applicable regulations. Thoseeligibility requirements are summarized in the Application for Veterans'Preference, which may be obtained by visiting: https://www.senate.gov/employment/resources/pdf/SOS_VeteransPreference.pdf
If claiming a veterans' preference, an applicant must indicate that he/she ispreference eligible on the application or resume and must submit a completedcopy of the Application for Veterans' Preference along with the supportingdocumentation specified on that form. If the Office of the Secretary of theSenate does not receive the Application for Veterans' Preference and supportingdocumentation by the closing date, the applicant's claim for a veterans'preference may be denied.
Applicants may obtain a copy of the Office's Veterans' Preference inAppointments policy by submitting a written request to .
Individuals who are entitled to a veterans' preference are invited toself-identify voluntarily. This information is intended solely for use inconnection with the Office of the Secretary of the Senate's obligations andefforts to provide veterans' preference to preference-eligible applicants inaccordance with the VEOA. An applicant's status as a disabled veteran and anyinformation regarding an applicant's disability, including the applicant'smedical condition and history, will be kept confidential and will be collected,maintained and used in accordance with the Americans with Disabilities Act of1990, as made applicable by section 102(a)(3) of the CAA, 2 U.S.C. 1302(a)(3).An applicant who declines to self-identify as a disabled veteran and/or toprovide information and documentation regarding his/her disabled veteran'sstatus will not be subjected to an adverse employment action, but theindividual may be ruled ineligible for a veterans' preference.
Organization
Secretary of the Senate
DepartmentSenate Historical Office
SALARY RANGE:
SEC-10: $97081-$150478
FEDERAL RELAY SERVICE:
TELEWORK:
This position is eligible for a partial remote work schedule after an initialintroductory onsite period.
FLSA STATUS:
Exempt
DEADLINE FORAPPLICATIONS:
1/14/2025 at 7:00pm EST
JOB DESCRIPTION:
NATURE OF WORK
This is administrative work evaluating, accessioning, describing, and retrieving official records of the Senate as dictated by Title 44 of the U.S. Code, Section 2118. Work includes advising and assisting in the proper archiving of Senate records and advising on proper archiving of Senators' papers. Work is bound by Secretary of the Senate policies and procedures; the U.S. Senate Handbook; and the Senate Ethics Manual, but requires independent judgment in setting priorities and handling assignments.
ESSENTIAL FUNCTIONS
Collaborate with Senate Archivists and colleagues to set the vision and direction for Senators' office electronic records preservation and transfer to Senators' designated repositories by building on current policies and procedures for Senators' office electronic records preservation.
Build on current approaches to appraising electronic records, working collaboratively with Senate Archivists.
Monitor the Senate's constantly evolving systems and technological environment in order to develop and update preservation guidance, working collaboratively with Senate Archivists.
Build on current policies and practices for web and social media archiving, working collaboratively with Senate Archivists.
Assess and manage Congressional Papers Partnership Grants, working collaboratively with the Senate Archivist.
Develop and maintain a tool to document and track the archiving and final donation of Senators' collections.
Develop an understanding of what systems are used in Senators' offices and how they are being used, in order to provide preservation guidance for systems content.
Understand the functioning of Senate constituent services systems and advise on best practices for managing information in them.
Review office management of electronic records and recommend processes and tools to assist with these tasks.
Provide Senators' offices with documentation, training, necessary guidance, and short-term, in-person assistance on digital records management and preservation procedures that ensure the authenticity, integrity, and security of born-digital content, including drafting a custom office records management policy, drafting or updating a custom records management file plan, and setting up a customized shared drive.
Work with office systems administrators to prepare electronic records systems and data for extraction from Senate systems and deposit in Senators' designated archival repositories.
Provide short-term, in-person assistance at the end of a Senator's service to help office staff implement steps recommended in the Historical Office publication Preserving Senate History: Closing a Senator's Office.
Consult with designated repository archivists on the transfer of Senators' electronic and paper records to repositories.
Perform other duties as assigned, which may include presentations to staff, the Advisory Committee on the Records of Congress, and professional organizations.
Maintain current knowledge of the Historical Office's Emergency Action Plan (EAP) and Continuity of Operations (COOP) plan; participate in periodic exercises and drills.
As part of the Secretary's customer service initiative (known as R.A.T.E.), provide all customers with the highest level of customer service.
MINIMUM QUALIFICATIONS:
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in an office environment with exposure to everyday risks and discomforts, and requires the use of normal safety precautions. Work is essentially sedentary but does require travel between offices and the National Archives. Work also requires walking, standing, bending, and carrying items up to 40 pounds, such as books, papers, and small parcels. Regular, predictable, and punctual attendance is required for performance of duties. Work also requires physical presence in the office, except as otherwise required by the Office of the Secretary.
MINIMUM QUALIFICATIONS
Work requires an ALA-accredited master's degree in library, information, or archival science, or an equivalent master's degree, with five years of experience in archiving, including at least two years of experience in digital archives and in managing and preserving electronic records and curating born-digital content. Work with congressional collections preferred. The work also requires the following knowledge, skills, and abilities:
In-depth knowledge of the archival functions of appraisal, arrangement, and description, and the additional digital curation procedures that ensure the authenticity, integrity, and security of born-digital content.
Working proficiency with current tools, methodologies, and best practices for managing the long-term preservation of electronic records.
Knowledge of metadata best practices, as related to preservation and digital stewardship.
Knowledge of general copyright, donor restriction, privacy, and ethical issues related to donating a senatorial collection to a research institution.
Ability to inspire, train, and provide guidance to staff on preserving Senators' records of service.
Familiarity with web archiving applications and methodologies for the acquisition of web content, including social media. Demonstrated ability to communicate effectively with a wide variety of stakeholders, both internal and external to the Senate.
Ability to interact positively with Senators and staff at all levels of the organization, with tact and diplomacy.
Ability to maintain confidentiality and exercise discretion.
Ability to pay attention to detail and protocol.
Experience with project management and demonstrated ability to prioritize projects and resources, work independently on multiple projects and priorities, and work well under pressure and time constraints.
Demonstrated ability, willingness, and desire to learn new things and take initiative.
Ability to routinely move boxes up to 40 pounds and to occasionally ascend/descend ladders or stairs.
PREFERRED QUALIFICATIONS
Knowledge of U.S. History and the Senate as an institution.
Ability to distinguish Senators' permanently valuable historical records from other types of records.
Demonstrated ability to coordinate with others to articulate a vision for an area of work, set a strategy for implementing it, and set goals and later evaluate the degree of success in accomplishing them.
Demonstrated ability to work in a team-oriented setting with fellow staff members toward the institution's and Senators' offices goals.
Experience with command-line interfaces, scripting languages, relational databases, and coding.
Experience with data standards for format and technical interchange.
LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS
Digital Archivist Certification
Security clearance is not required at hire, but it may be necessary for the candidate to obtain a clearance once in the position.
Veteran'sPreference:
Hiring for this position will be governed by the Veterans EmploymentOpportunity Act of 1998 ("VEOA"), as made applicable by the CongressionalAccountability Act of 1995. Pursuant to the VEOA, qualified applicants who arenot current employees of the Office of the Secretary of the Senate and who aredisabled or who have served on active duty in the Armed Forces during certainspecified time periods or in certain military designated campaigns ("veterans")may be eligible to receive a preference over non-veterans in hiring decisions.Family members of veterans may also be eligible to receive a veterans'preference if the veteran cannot claim his or her veterans' preference.
To be eligible for a veterans' preference, applicants must meet all of therequirements set forth in the VEOA and applicable regulations. Thoseeligibility requirements are summarized in the Application for Veterans'Preference, which may be obtained by visiting: https://www.senate.gov/employment/resources/pdf/SOS_VeteransPreference.pdf
If claiming a veterans' preference, an applicant must indicate that he/she ispreference eligible on the application or resume and must submit a completedcopy of the Application for Veterans' Preference along with the supportingdocumentation specified on that form. If the Office of the Secretary of theSenate does not receive the Application for Veterans' Preference and supportingdocumentation by the closing date, the applicant's claim for a veterans'preference may be denied.
Applicants may obtain a copy of the Office's Veterans' Preference inAppointments policy by submitting a written request to .
Individuals who are entitled to a veterans' preference are invited toself-identify voluntarily. This information is intended solely for use inconnection with the Office of the Secretary of the Senate's obligations andefforts to provide veterans' preference to preference-eligible applicants inaccordance with the VEOA. An applicant's status as a disabled veteran and anyinformation regarding an applicant's disability, including the applicant'smedical condition and history, will be kept confidential and will be collected,maintained and used in accordance with the Americans with Disabilities Act of1990, as made applicable by section 102(a)(3) of the CAA, 2 U.S.C. 1302(a)(3).An applicant who declines to self-identify as a disabled veteran and/or toprovide information and documentation regarding his/her disabled veteran'sstatus will not be subjected to an adverse employment action, but theindividual may be ruled ineligible for a veterans' preference.