Archive Analyst, Vital Records
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Archive Analyst, Vital Records
Salary
$26.33 - $39.33 Hourly
Location
Lansing, MI
Job Type
Permanent Full Time
Job Number
3901-25-PH-EPI-022-EST
Department
Health and Human Services - Central Office
Opening Date
04/10/2025
Closing Date
4/17/2025 11:59 PM Eastern
Bargaining Unit
NON-EXCLUSIVE REPRESENTED EMPLOYEE (NERE)
Description
Benefits
Questions
Job Description
The MDHHS mission is to provide opportunities, services, and programs that promote a healthy, safe, and stable environment for residents to be self-sufficient. We are committed to ensuring a diverse workforce and a work environment whereby all employees are treated with dignity, respect and fairness. For more information, please visit ourMDHHS Diversity, Equity, and Inclusion Plan. (https://www.michigan.gov/-/media/Project/Websites/mdhhs/Inside-MDHHS/Careers/MDHHS_Diversity_Equity_and_Inclusion_Plan.pdf)
In a learning capacity, this position provides overall coordination of the development and implementation of policies and procedures for the historic preservation, storage, and accounting of Michigan's vital records, including paper, microfilm, and digital vital records. This includes implementing existing preservation policies and procedures as well as developing and recommending new policies and procedures for the long-term preservation of digital vital records. The position will develop and maintain an accurate inventory of paper, microfilm, and digital vital records collections stored in multiple redundant locations on and off-site. The position will analyze existing records management and archiving procedures and will develop and recommend new strategies and procedures for secure records management. This position will serve as a consultant for county clerks in their capacity as local registrars of vital records, advising them on records preservation laws, standards and processes. The position will coordinate with the Library of Michigan to arrange and document the transfer of all vital records are transferred when they reach the statutory requirements to be transferred. This position will coordinate with other state agencies including Archives and DTMB for perpetual records preservation. The position develops processes and procedures for the digitization of historic vital records, coordinating with units across the division and external vendors to convert microfilm to digital images and to have electronic indexes created, ensuring that all records are inventoried and accounted for throughout the digitization process. with other units in the division to have historic vital records imaged and record indexes created and loaded into agency specific electronic systems. The position participates in and completes UAT testing to verify that records are indexed, loaded, and linked appropriately in the electronic systems.
Responsible for assignments involved with the evaluation, preparation, and maintenance of division specific records management, both paper and electronic records, including information technology automated record retention. The position will monitor DVRHS vault to assure that temperature and humidity controls are within standards to maintain the integrity of the vault contents, and will coordinate with DTMB to ensure the vault's fire suppression system is routinely inspected and maintained. This position is the point of contact to assess that agency specific and department retention schedules are accurate and up to date to assure agency compliance. along with the Evidentiary Document Library for DVRHS.
Click here to view theTrainee Position Description (https://MCSC.state.mi.us/AgencyPDFs/PD_DEPTTRE_040425.docx) , here to view theDepartmental Analyst-E Position Description (https://MCSC.state.mi.us/AgencyPDFs/PD_DEPTALTEX76Y.pdf) , & here to view theJob Specification (https://www.michigan.gov/mdcs/-/media/Project/Websites/mdcs/JOBSPECS/D/DepartmentalAnalyst.pdf)
To be considered for this position you must:
Apply for this position online via NEOGOV; click on "Apply" in the job posting for instructions on submitting your electronic application. Hard copy applications are not accepted.
Relevant experience and/or education referred to in the supplemental questions must be documented in the resume, transcript and/or application to allow for accurate screening.
Attach a resume identifying specific experience and dates of employment. Dates of employment should include month and year and hours per week.
Attach a cover letter.
If applicable, attach a copy of an official transcript(s). We accept scanned copies of official transcripts. We do not accept web-based, internet, or copies of unofficial transcripts. Official transcripts provide the name of the institution, confirmation that a degree was awarded and on what date, and the registrar's signature.
Failure to complete any of the above items may result in your application not being considered. See instructions for attaching files here: Instructions (https://www.michigan.gov/-/media/Project/Websites/mdcs/GATEWAY/Online_Employment_Application_Guide_First_Time_User.pdf)
Required Education and Experience
Education for Departmental Analyst 9-P11
Possession of a bachelor's degree in any major.
Experience for Departmental Analyst 9-P11
Departmental Analyst 9
No specific type or amount is required.
Departmental Analyst 10
One year of professional experience.
Departmental Analyst P11
Two years of professional experience, including one year of experience equivalent to the intermediate (10) level in state service.
Education and Experience for Departmental Analyst (Departmental Trainee) 9 (FOR CLASSIFIED STATE EMPLOYEES ONLY)
Education
Educational level typically acquired through completion of high school.
Experience
Four years of experience as an advanced 9-level worker in an ECP Group One classification.
OR
Three years of experience as an E9, E10, or E11-level worker in an ECP Group One classification.
OR
Two years of experience as an experienced level worker in an ECP Group One technician or paraprofessional classification.
OR
Two years of experience as a first-line supervisor in an ECP Group Three classification.
OR
One year of experience as a second-line supervisor in an ECP Group Three classification.
*Paraprofessional classifications are those requiring an associate's degree or two years of college.
Educational Substitution
College credits may be substituted on a proportional basis (one year of college education may substitute for one quarter of the required experience) for up to one half of the required experience.
Alternate Education and Experience
Departmental Analyst (Departmental Trainee 9) 9 - P11
Educational level typically acquired through completion of high school and the equivalent of at least two years of full-time active-duty experience at or above the E-6 level in the uniformed services may be substituted for the education requirement.
Additional Requirements and Information
Position Location/Remote Office:The physical location of this position is 333 S. Grand Avenue in Lansing. Based on operational needs and within established limits, remote work and alternate or hybrid work schedule requests for this position may be considered. Selected candidates who have been approved to work remotely or a hybrid schedule must complete that work within Michigan. Candidates should confirm work location and schedule at the time of interview.
Employees will be provided computers to perform state work. Phones may also be provided for necessary communications. If working remotely, employees will be responsible for providing other components of a remote office at their own expense, including:
