Job Opening Title:
Records Services Specialist
Name of Employer:
Senate of Pennsylvania
Job Site Location (City, State) :
Harrisburg, PA
Application Deadline:
04/15/2025
Minimum Degree Requirement:
undergraduate
Years of experience required:
0-5
Salary Range:
40,000
Job Opening URL:
Job Description (if URL to posting not available). Include instructions for how to apply.:
OFFICE OF THE SECRETARY/PARLIAMENTARIAN OF THE SENATE
Position: Senate Library Record Services Specialist
Hours: 8:30 a.m. – 4:30 p.m.*
*Session days: If Session requires, stay late to ensure legislative needs are covered.
Summary:
The Senate Library has served as a major source of information for the Institution for over two hundred years. The Secretary/Parliamentarian of the Senate oversees the Senate Library and its primary functions as a research reservoir, law library, its permanent museum displays and exhibitions, as well as its historical biographies of the Senators. The Librarian is responsible for the Senate Library administrative and legislative functions, while also managing the Library team that collects, catalogs and preserves materials for reference or collection.
The Record Services Specialist will manage, protect, keep current and store all of the Senate Library’s collections, including all digital records, off-site inventory, and exhibition materials. The Record Services Specialist will implement systems and processes for securing all of these inventories, cataloguing all materials, and train all Library staff on those practices. They should be able to lift 40 lbs.
Primary Custodian Over the Following:
(1) Collections – You are responsible for knowing how best to catalogue our Senate history and collections, and properly maintaining care over newly-acquired materials as well.
(2) Off-site Inventory
Properly Care-for and account for the inventory of the back-up Library housed at an off-site location. It is critically important to maintain a spare set of our collections in the events of an emergency or disaster to the current collection housed in the Senate Library. Our backup collection must be evaluated and inventoried on a yearly basis. Manage the Library Continuity of Operations (COOP) plan.
(3) Exhibition Storage All Library Staff are responsible for contributing to the Senate Library’s exhibitions and displays. The Exhibit Specialist is the lead curator of the Library’s exhibitions and will instruct all Library staff on related assignments to exhibitions and deadlines of the same. All Library staff must contribute to
preparing the scripts and final layout for each of their assigned portion of an exhibit, with proper citations to authority and acknowledgements of special contributors, subject to the Secretary’s approval.
The Record Services Specialist is tasked with cataloguing and maintaining the items from each exhibit for posterity and future use, including updating the Library website and e-files with this information. Exhibition material must be inventoried, properly stored, returned, recycled, and within obtainable reach for all Library staff. Storage solutions and systems, and any related needed supplies for this task, are approved through the Senate Librarian as often as needed.
(4) Supply Ordering
All needed supplies for inventory, exhibitions, Library displays, or in-house needs will all be coordinated and accounted for by the Record Services Specialist. He/she will work with the Librarian on approvals for purchasing needs and coordinate with the proper chain of command and coordinating Senate departments. The Record’s Specialist should be able to lift 40 lbs.
Additional Primary Duties:
Bill Indexing – All Library staff are responsible for contributing to the indexing of Senate Bills, to include using a controlled vocabulary to indicate Major and Minor indexes.
Researching Legislative Issues – All Library staff are responsible for knowing all available research tools, available resources and collections for the purposes of aiding Senate staffers on legislative research.
Greeting and Curating for Guests – All Library staff are responsible for professionally greeting guests and educating and sharing exhibitions or research knowledge upon request. All Library staff must rotate post at the historical reception desk, as assigned by the Senate Librarian.
Other duties as assigned – All Library staff are responsible for following the chain of command, first reporting and receiving duties from the Senate Librarian. Answering phones, processing mail, and filing as needed.
Required: This is a non-partisan, Institutional position, as with all positions within the Office of the Secretary. The Library staff are expected to act accordingly in all dealings with Members and staff. The incumbent must maintain strict confidentiality in performing his or her duties in the Senate Library.
The incumbent must demonstrate the following personal attributes:
•Be honest, respectful and trustworthy;
•Be a team player;
•Be detail-oriented; be organized;
•Be proficient in research, writing, typing and word processing;
•Be confident speaking in public; possess cultural awareness and sensitivity;
•Be adept at handling multiple tasks in a fast-paced environment.
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