ARCHIVIST I

Job Posting: Reference Archivist

Secretary of State

JC-527482

• Reference Archivist

ARCHIVIST I

$5,561.00 - $6,960.00 per Month

Final Filing Date: 8/19/2026

Application Methods:

Electronic (Using your CalCareer Account)

By Mail

Drop-off

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Job Description and Duties

If you enjoy working in a dynamic and engaging archive, this job may be for you. The Secretary of State's Archives Division (California State Archives) is recruiting to fill a permanent, full-time Archivist I position within our Reference Services Unit (RSV). 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 300 million documents and appeal to a wide variety of researchers whose interests range from legislative history and public policy to genealogy and railroad history in California.

Under the general direction of the Reference Services Manager (Supervisor I), the Archivist I ensures unit accountability, works on requests from the public, assists with initiatives to streamline research requests, and preserves historical records in the State Archives' collections. Although accessioning and processing projects will be assigned, the RSV Archivist will serve as a Reference Coordinator and be primarily responsible for working cooperatively with team members to serve the public at the Reference Desk and via remote requests.

As an Archivist I you will also be responsible for:

• Serving as a member of the Reference Team, responding to the most complex researcher questions.
• Providing excellent customer service to researchers and assisting them with identifying and accessing historical records and collections materials.
• Monitoring and responding to reference inquiries and correspondence.
• Coordinating with other team members to pull records, copy, duplicate, and digitize records in multiple formats.
• Maintaining security within the Research Room.
• Maintaining expertise with archival and team standards and procedures.
• Screening records for restricted information exempt from disclosure based on the Public Records Act and the Informational Practices Act.
• Accessioning records and adding information to the online catalog.
• Arranging and describing records in historical collections.
• Creating research guides and resources for the public to conduct their research, including the development of online finding aids and other research tools.
• Providing basic preservation measures for records including re-boxing, re-foldering with acid and lignin free materials.
• Engaging with the public through tours and outreach events.

Desirable Qualifications:

• Understanding of archival principles and terminology.
• Experience working in an archives, library, or historical institution.
• Experience providing reference services to patrons using historical collections.
• Experience accessioning and processing historical records.
• Ability to multi-task, be flexible, and to change priorities quickly when needed.
• Knowledge of archival standards for creating finding aids, including DACS and EAD.
• Experience and knowledge of digitization projects.
• Knowledge of California history and the workings of California government.
• Experience utilizing historical research methods.
• Ability to interact effectively with all levels of agency staff, division staff, and ability to provide services to the public.
• Proficiency with using Microsoft Office applications (e.g. Word, Excel, PowerPoint, Outlook, Teams, Office 365).
• Experience researching, drafting, and sending out concise and clear correspondence.
• Experience or familiarity with collection management systems.
• Understanding of the techniques for managing and preserving electronic records.
• Experience with the California Public Records Act (PRA) and the Information Practices Act (IPA).
• Experience working in a fast-paced, team-oriented environment.
• Ability to work with others in a spirit of simplicity, compassion, and joy.

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

Working Conditions

The incumbent must be able to work 8:00 a.m. to 5:00 p.m. primarily. However, hours may vary based on workload. Positions provide telework opportunities based upon the agency's telework policy and business needs, and once the new staff member achieves core competencies. Must be able to perform physical tasks including stooping, bending, reaching, kneeling, squatting, and grasping. Requires the ability to lift and carry boxes weighing up to 40 pounds, and to safely ascend and descend a 5-foot ladder while handling materials.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

• ARCHIVIST I

Additional Documents

• Job Application Package Checklist
• Duty Statement

Position Details

Job Code #:

JC-527482

Position #(s):

785-302-2805-XXX

Working Title:

Reference Archivist

Classification:

ARCHIVIST I

$5,561.00 - $6,960.00 A

# of Positions:

1

Work Location:

Sacramento County

Telework:

Hybrid

Job Type:

Permanent, Full Time

Department Information

The Office of the Secretary of State (SOS) consists of nearly 750 dedicated public servants who uphold the rights of Californians while also striving to make our government, elections, and businesses both accessible and transparent. Led by an elected leader, accountable to the public, we are dedicated to fostering career development opportunities and growing a skilled workforce that embraces inclusion and values diversity.

Located in downtown Sacramento, the SOS building is within walking distance to a variety of eateries and amenities. Light Rail, State Capitol, Downtown Commons (DOCO), and Golden 1 Center, just to name a few. Conveniently located in the SOS building, the Gold Rush Grille offers delicious daily specials for breakfast or lunch and is open to the public. Our on-site childcare incorporates programs for children six weeks to five years old. Priority waitlist access and special discounted rates are available for SOS employees.

For more information about the SOS, please visit sos.ca.gov.

Personal Leave Program: Effective July 1, 2025, state employees are subject to temporary wage reductions in exchange for Personal Leave Program (PLP) accruals. The specific rate and hours earned were negotiated and agreed upon by each bargaining unit. The salary range(s) included in this job advertisement do not reflect the temporary salary reduction.

Special Requirements

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 submitted without the Supplemental Questionnaire will not be considered.

Applicants must answer the following questions:

• Describe instances when you provided outstanding assistance to patrons at an archive or a similar institution.
• Describe your experience working as a team member in a fast-paced environment.
• Describe your experience providing remote research and reference services.

Education: When using education to meet minimum qualifications, please include all the required documents necessary to verify that you meet the minimum qualifications for this classification (i.e., degree, transcript, license, and certificate). Candidate may be required to provide a transcript prior to hire.

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: 8/19/2026

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP 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 at www.CalCareers.ca.gov. 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: Ruth Diaz

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:

Secretary of State

1500 11th St - 4th Floor - Suite 475

Sacramento, CA 95814

Drop off applications in the 1st floor Lobby Rotunda in the secured bin marked Human Resources.

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 -

Please follow the directions to respond to the Suplemental Questionnaire as directed above.

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.

Benefits

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

Contact Information

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

Human Resources Contact:

Ruth Diaz

(916) 695-6974

rdiaz@sos.ca.gov

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:

Sarah Bielski

(916) 653-6974

sbielski@sos.ca.gov

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.

Equal Opportunity Employer

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.