9. Position No. K Proposed Class Title. 13. Allocation. For Use By Personnel Office

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1 For Use By Personnel Office Agency Number Position Number DA State of Kansas - Department of Administration Rev DIVISION OF PERSONNEL SERVICES Position Description Read each heading carefully before proceeding. Make statements simple, brief, and complete. Be certain the form is signed. Send the original to the Division of Personnel Services. CHECK ONE: NEW POSITION EXISTING POSITION Part 1 - Items 1 through 12 to be completed by department head or personnel office. 1. Agency Name Kansas State Historical Society 9. Position No. K Budget Program Number Employee Name (leave blank if position vacant) 11. Present Class Title (if existing position) Librarian I (Digital Archivist) 3. Division State Archives 4. Section Digital Initiatives 12. Proposed Class Title 13. Allocation 5. Unit 14. Effective Date 6. Location 15. By Approved City Topeka County Shawnee 16. Audit 7. (circle appropriate time) Full time X Perm. X Inter. Part time Temp. % Audit 8. Regular hours of work: (circle appropriate time) 8:00 5:00 Monday thru Friday, occasional Saturday PART II - To be completed by department head, personnel office or supervisor of the position 18. If this is a request to reallocate a position, briefly describe the reorganization, reassignment of work, new function added by law or other factors which changed the duties and responsibilities of the position. 19. Who is the supervisor of this position? (Who assigns work, gives directions, answers questions and is directly in charge.) Name Title Position Number Michael Church Digital Projects Coordinator K Who evaluates the work of an incumbent in this position? Name Title Position Number 20. a) How much latitude is allowed employee in completing the work? b) What kinds of instructions, methods and guidelines are given to the employee in this position to help do the work? c) State how and in what detail assignments are made. The employee has a great deal of latitude in completing assigned tasks. Oral or written technical instruction in the use of software and equipment, digital standards, and workflow policies and procedures will be provided to assist the employee in the completion of the work. The supervisor makes general assignments both orally and in writing. In most cases the employee will be provided with expected outcomes for an assignment and will be given significant autonomy to determine and implement appropriate methods for completing it.

2 21. Describe the work of this position using this page or one additional page only. (Use the following format for describing job duties:) What is the action being done (use an action verb); to whom or what is the action directed (object of action); why is the action being done (be brief); how is the action being done (be brief). For each task state: Who reviews it? How often? What is it reviewed for? 1. 25% E 2. 30% E 3. 10% E 4. 15% E 5. 5% 5. 10% 6. 5% The Digital Archivist will help plan and implement digital initiatives for the State Archives Division, other divisions and agency. The Digital Archivist assists with the management and supervision of digital project staff, interns and volunteers in support of digitization activities. Content Selection and Metadata Creation Identifies and selects materials to be digitized. Creates descriptive, administrative and technical metadata for a wide range of digitized materials (manuscripts, government records, photographs, maps, and other printed materials) using national and local metadata standards and best practices. Project Management Assists with the implementation of digitization projects including: Implements digital imaging standards and procedures. Conducts quality reviews of digital images and metadata. Manages preservation and access copies of born digital and digitized collections. Manages the internal circulation of archival material for the purposes of digitization. Assists and advises other divisions within the agency on digital collections issues and procedures. Works with and advises partner institutions on collaborative digital projects. Trains and supervises student interns and volunteers. Staff Supervision Supervises and manages digital project staff: Assigns digital projects in accordance with workflow priorities. Instructs staff in selection, description, digitization, quality review and editing standards and procedures. Oversees project staff work schedules. Reviews and assesses digital project staff performance. Web Archiving Coordinates the archiving of web content created by state government and non-government entities including: Site selection and metadata creation Content quality review and ongoing maintenance Planning and Development Participates in the functional development of the digital repository and its associated applications. Participates in the development of processes and procedures for the selection, description, conversion, and dissemination of born digital and digitized archival collections. Participates in the development of policies and technical standards for the creation, acquisition, storage, management, and preservation of born digital and digitized archival collections. Participates in establishing selection priorities and defining the scope and purpose of imaging projects. Participates in the development of and planning for collaborative projects with other institutions. Promotion/Outreach Promotes the Society s digital programs, including but not limited to Kansas Memory, through online blogs and social media sites. Prepares and delivers presentations promoting the Society s digital collections and instructs teachers, students, and other potential researchers in the use of the digital collections. Miscellaneous Related Duties Other related duties may include but are not limited to: Serving on intra- and inter-divisional committees, task forces, and teams; Periodically providing reference assistance and advice to scholars, students, genealogists, journalists, and other persons conducting research in the Society's State Archives division; Enhancing professional knowledge and skills by: o studying professional literature in the fields of information technology, archives, history, government, preservation, and records management; o participating in the activities of professional organizations when approved by supervisor; o taking advantage of workshops and other training opportunities when approved by supervisor; Performing other tasks assigned by the assistant division director, the division director, or by other State Historical Society administrators in order to help carry out the general mission of the State Historical Society and the State Archives Division. The supervisor reviews all of the above responsibilities during periodic feedback sessions and the annual evaluation, and whenever problems arise with regard to quality of results.

3 22.a. If work involves leadership, supervisory, or management responsibilities, check the statement which best describes the position. (x ) Lead worker assigns, trains, schedules, oversees, or reviews work of others. ( ) Plans, staffs, evaluates, and directs work of employees of a work unit. ( ) Delegates authority to carry out work of a unit to subordinate supervisors or managers. b. List the names, class titles, and position numbers of all persons who are supervised directly by employee on this position. Title Position Number Name Museum Specialist (Digital Specialist) Library Assistant II (Digital Assistant) K K Which statement best describes the results of error in action or decision of this employee? ( ) Minimal property damage, minor injury, minor disruption of the flow of work. ( ) Moderate loss of time, injury, damage, or adverse impact on health and welfare of others. (x ) Major program failure, major property loss, or serious injury or incapacitation. ( ) Loss of life, disruption of operations of a major agency. Please give examples. The position assists with the implementation of a program to select, describe, digitize, and disseminate via the Internet digital surrogates of archival collection holdings. The employee also will participate in efforts to preserve the digital assets created through digitization activities. Failure to effectively implement the program could delay the division from delivering information in the manner expected by contemporary researchers or result in the loss of valuable digital assets. The inappropriate presentation of digital materials to the public would endanger the reputation of the KSHS as a source of reliable historical information to schools and researchers. Inadequate public relations skills could alienate other employees, researchers, and external partners. 24. For what purpose, with whom and how frequently are contacts made with the public, other employees or officials? The employee has daily contact with other employees, the public, and external partners in the performance of the duties of the position in order to support, promote and advance the Society s digital collections.

4 25. What hazards, risks or discomforts exist on the job or in the work environment? Identifying and describing collection materials to be digitized sometimes requires working in unheated or unairconditioned storage areas in very hot or cold weather, climbing tall ladders to examine or retrieve records stored on high shelves, and lifting or carrying heavy boxes weighing as much as 60 lbs. Such work also involves exposure to dust, mold, insects, and the droppings of birds and rodents. 26. List machines or equipment used regularly in the work of this position. Indicate the frequency with which they are used. Personal computer used daily. PART III - To be completed by the department head or personnel office 27. List in the spaces below the minimum amounts of education and experience which you believe to be necessary for an employee to begin employment in this position. Education General -----Must possess the following: Master s degree in library science or related field. Education or Training - Special or professional Master s degree in American history, library science, archival administration, historical administration, or related field. Licenses, certificates and registrations Valid driver s license.

5 Special knowledge, skills and abilities Knowledge of American history with special emphasis on western and Kansas history; archival methods and best practices; historical research methods; metadata content standards, specifically Dublin Core, MARC, and DACS; metadata structure standards, specifically MODS, METS, PREMIS; digital imaging standards and best practices (FADGI, MetaMorphoze); image editing software (e.g. Adobe Photoshop, XnView); relational databases and digital content management systems issues related to long-term preservation of digital content. Ability to manage projects; supervise others; work with a variety of people and in a team environment; balance multiple projects; meet deadlines; express ideas clearly, orally and in writing. Experience - Length in years and kind It is preferred that the incumbent have two years of experience in archival work and some previous experience with digitization projects. 28. SPECIAL QUALIFICATIONS State any additional qualifications for this position that are necessary either as a physical requirement of an incumbent on the job, a necessary special requirement, a bona fide occupational qualification (BFOQ) or other requirement that does not contradict the education and experience statement on the class specification. A special requirement must be listed here in order to obtain selective certification. Approved: Signature of Employee Date Signature of Personnel Officer Date Signature of Supervisor Date Signature of Agency Head or Date Appointing Authority