Senior Archivist

Job Posting Title

Senior Archivist

Agency

410 COMM. OF THE LAND OFFICE

Supervisory Organization

Commissioners Land Office–Administration

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Full time

Job Type

Regular

Compensation

Up to $65,439 based on education and experience

ABOUT US

MISSION. STEWARDSHIP. IMPACT. At the Commissioners of the Land Office (CLO), our work directly supports public education across Oklahoma. Through responsible management of the state’s land, minerals, and investments, we help generate funding that benefits schools and future generations. Join a team committed to public service, accountability, and making a meaningful difference across the state. To learn more about CLO, please visit CLO.ok.gov.


Benefits of Joining CLO

CLO offers a comprehensive benefits package designed to support employees and their families, including:
• Generous Benefits Allowance: Up to $21,934.08 annually, based on family size, to help cover the cost of benefits
• Comprehensive Insurance Options: Choose from a variety of plans with no pre-existing condition exclusions or limitations
• Flexible Spending Accounts: Pre-tax savings for healthcare and dependent care expenses.
• Retirement: Pathfinder 401K with up to a 7% match
• Generous Leave: Full-time employees receive 15 days of vacation and 15 days of sick leave in the first year
• Paid Holidays: Enjoy 11 paid holidays each year
• Employee Discounts: Access discounts with a variety of companies and vendors
• Longevity Bonus: Receive a bonus after two years of service, with annual bonuses thereafter
• Compensatory Time: Available for both FLSA exempt and nonexempt employees
• Employee Assistance Program: Access confidential support and helpful resources for you and your family

Job Description

JOB SUMMARY

The Senior Archivist serves as the agency’s subject matter expert and operational lead for records management, archival preservation, and digital records governance for the Commissioners of the Land Office. This position is responsible for managing, preserving, and ensuring lawful access to the agency’s physical, electronic, and digitized records in accordance with applicable state and federal laws, archival standards, and agency policies. The Senior Archivist provides leadership, technical guidance, and program oversight to support compliance, transparency, and the long-term stewardship of land, mineral, and historical records essential to the CLO’s fiduciary and operational mission.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in Archival Administration, Library Science, History, Information Management, or a closely related field.
• Five (5) years of relevant archival experience, including at least two (2) years of supervisory, lead, or program coordination experience in archival or records management functions.

PREFERRED QUALIFICATIONS

• Master’s degree in Archival Studies, Library Science, History, Information Management, or related field.
• Experience with Microsoft Office applications and Grooper or similar document management, digitization, or records processing systems.
• Experience working with government records, land records, real estate, mineral, or oil and gas documentation preferred.
• Certified Archivist (CA), Certified Records Manager (CRM) or Digital Archives Specialist or comparable credential.

ESSENTIAL FUNCTIONS

• Records & Archival Program Administration: Leads the administration of the agency’s records management and archival program, including program planning, policy implementation, records inventory oversight, retention and disposition coordination, digital records governance, and compliance with applicable legal and operational requirements. Establishes procedures, monitors program effectiveness, and provides guidance to divisions to ensure consistent, efficient, and accountable records and archival practices across the agency.
• Archival Appraisal, Acquisition & Public Access: Appraises, accessions, arranges, describes, preserves, and provides access to archival and historical records of legal, administrative, fiscal, and historical value. Maintains finding aids, metadata, and research tools, and facilitates appropriate access to agency records for staff, officials, researchers, and the public in accordance with confidentiality and disclosure requirements.
• Records Compliance & Retention Management: Develops, implements, and maintains records retention and disposition schedules in accordance with applicable Oklahoma statutes, administrative rules, public records requirements, and agency policies. Monitors compliance with records management requirements, advises staff on proper records handling, and recommends corrective action or process improvements as needed.
• Digital Records, Imaging & Preservation: Oversees digitization, imaging, electronic records administration, and digital preservation activities to ensure the integrity, accessibility, security, and long-term usability of agency records. Collaborates with Information Technology and other divisions to improve electronic records systems, digital workflows, and preservation practices.
• Research Services & Records Access Support: Responds to records requests, reference inquiries, and research needs by locating, reviewing, preparing, and providing access to public records and archival materials in accordance with open records laws, confidentiality standards, and agency procedures. Supports transparency and service while ensuring the protection of legally restricted information.
• Consultation, Guidance & Training: Serves as the agency’s subject matter resource on records management and archival practices. Develops procedures, guidance documents, and training materials, and provides consultation to agency staff to promote consistent, efficient, and compliant records and archival practices across divisions.
• Records Operations & Transfer Coordination: Coordinates the transfer of records to the State Archives, State Records Center, or other authorized repositories, as appropriate. Supports record-related operational processes, including intake, organization, tracking, storage, and transfer of agency records.

ESSENTIAL COMPETENCIES

• Archival & Records Management Expertise: Demonstrates advanced knowledge of archival principles, records management practices, retention and disposition requirements, preservation methods, metadata standards, and records access procedures. Applies technical knowledge to evaluate records, maintain archival controls, support compliant records administration, and ensure the integrity, accessibility, and long-term stewardship of agency records.
• Records Governance & Regulatory Compliance: Demonstrates comprehensive knowledge of public records statutes, retention schedules, archival standards, and digital preservation requirements. Interprets and applies statutory and regulatory requirements to ensure agency-wide compliance and minimize legal risk.
• Program Leadership & Archival Administration: Leads and administers the agency’s records and archival program. Establishes standards, procedures, and long-term preservation strategies that support compliance, operational effectiveness, agency transparency, and fiduciary accountability.
• Risk Management & Confidentiality Stewardship: Identifies and mitigates legal, operational, and reputational risks related to records retention, public access, and data security. Exercises discretion and sound judgment when handling sensitive, confidential, or restricted records.
• Digital Records & Information Systems Proficiency: Applies advanced knowledge of electronic records systems, digitization processes, metadata standards, digital preservation practices, and standard business software, including Microsoft Office applications, to support the integrity, accessibility, organization, and efficient administration of agency records.
• Analytical Appraisal & Information Evaluation: Evaluates complex records systems and historical materials to determine legal, fiscal, administrative, and historical value. Develops structured classification and indexing systems to support efficient retrieval and accountability.
• Advisory Support, Training & Collaboration: Serves as an agency resource on records management and archival practices. Develops guidance, procedures, and training materials, and works with staff across divisions to promote consistent, efficient, and compliant records handling.
• Supervisory Leadership & Staff Development: Provides leadership, coaching, and technical oversight to records staff. Promotes accountability, professional growth, and operational efficiency within the records function.
• Public Access & Stakeholder Communication: Facilitates lawful access to public records and archival materials while protecting confidential, restricted, or sensitive information. Communicates clearly with internal and external stakeholders regarding records access, archival practices, and compliance requirements.

SUPERVISORY RESPONSIBILITIES

Provides direct supervision and technical oversight to assigned records or archival staff. Establishes performance expectations, assigns work, monitors workflow, evaluates performance, and provides coaching and professional development to ensure high-quality records management operations.  Ensures staff adhere to archival standards, records retention schedules, public records requirements, and agency policies. Addresses employee relations matters in coordination with the General Counsel and Human Resources as appropriate. Promotes a culture of accountability, accuracy, confidentiality, and professional service in support of the agency’s fiduciary mission.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Location: 204 N Robinson Ave, Suite 900, Oklahoma City, OK 73102

Please note: This role requires a consistent, in-person presence at the designated workplace in Oklahoma City, Oklahoma, with no remote, telecommuting, or hybrid options.

Work Environment includes:

• Office Setting: Climate-controlled office setting with exposure to moderate noise; the employee is frequently required to talk, walk, and stand; this position requires long periods of sitting and daily use of computer and phone. Must be able to remain in a stationary position 75% of the time.

Physical Demands include:

• Ability to stand, reach, and bend 50% of the time;
• Operates a computer and other office productivity machinery, such as a calculator, copy machine/printer, and office telephone 75% of the time;
• Ascends/descends stairs 25% of the time;
• Ability to lift to 25 lbs.

Cognitive Requirements:

• This role requires clear and accurate communication, strong analytical skills, and the ability to evaluate information and make timely decisions.
• Sustained focus and attention to detail are essential, along with memory retention of policies, procedures, and facts over various time frames.
• Adaptability and mental flexibility are also necessary to handle changing information, work conditions, and unexpected challenges.

TRAVEL

Less than 10% in-state/out-of-state travel may be required.

SPECIAL REQUIREMENTS

• Applicants must be currently authorized to work in the United States on a full-time basis without sponsorship now or in the future;
• Successful completion of a pre-employment background check;
• Must possess a valid driver’s license from a U.S. state or territory to perform necessary job-related travel.

EEO STATEMENT

The Oklahoma Commissioners of the Land Office (CLO) is an equal opportunity employer and provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other status protected by applicable federal or state law. CLO complies with all applicable laws governing nondiscrimination in employment and provides equal opportunity in all terms and conditions of employment, including recruitment, hiring, placement, promotion, compensation, training, discipline, and separation.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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