Archives & Records Management Specialist 4

As an Archives and Records Management Specialist 4 , you would manage a specific functional area, such as Digital Records Services or Researcher Services within the New York State Archives; assist in the development and implementation of program policies, standards, and procedures relating to archives and records management; represent a specific functional area at internal and external meetings to provide guidance and assistance to local governments and municipal agencies; recommend strategies, systems, business process improvements, and performance measures for long term development of archives and records management planning; develop and distribute publications on the effective process of archives and records management programs; and supervise subordinate staff.

Open to employees of: Education, Dept of

On or before December 8, 2026, you must be a qualified employee of the New York State Department of Education and have had three months of permanent competitive, non-competitive NY HELPS**, or 55-b/55-c service as an Archives and Records Management Specialist 2 or an Archives and Records Management Specialist 3. If you have received a permanent appointment to a qualifying title listed and served provisionally*** in that title immediately preceding your permanent appointment, such provisional service may be counted towards meeting the time in title required for this examination.

Only the title or titles listed are qualifying.

If you were permanently appointed to a qualifying title on or before September 8, 2026, and have served continuously in this title since that date, you are eligible to file for this examination.

**If you were permanently appointed via the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) program to a qualifying title in the non-competitive class on or before September 8, 2026, and have served continuously in this title since that date, you may apply for this examination.

***If you were permanently appointed to a qualifying title and had provisional service in the same title immediately preceding the permanent appointment, such provisional service may be counted towards meeting the time in title required to apply for this examination. Your provisional appointment must have been on or before September 8, 2026, to qualify for this examination.

Qualifying Experience For Appointment From The Eligible List: After two years of service as an Archives and Records Management Specialist 2 OR one year of service as an Archives and Records Management Specialist 3, successful candidates will be qualified for appointment from the eligible list.

Employees appointed via the NY HELPS program to a qualifying title in the non-competitive class will have their names restricted from appointment from the eligible list until their position is covered-in to the competitive class by action of the New York State Civil Service Commission or otherwise obtain permanent competitive status in the position.

If you have received a permanent appointment to a qualifying title listed and served provisionally in that title immediately preceding your permanent appointment, such provisional service may be counted towards meeting the time in title required for appointment from the eligible list.

To be considered for appointment to this title, you must pass the multiple-choice test. The multiple-choice test evaluates your knowledge, skills, and/or abilities in the following areas:

Ensuring effective inter/intra agency communications - These questions test for understanding of techniques for interacting effectively with individuals and agencies, to educate and inform them about topics of concern, to clarify agency programs or policies, to negotiate conflicts or resolve complaints, and to represent one's agency or program in a manner in keeping with good public relations practices. Questions may also cover interacting with the staff of one's own agency and/or that of other agencies in cooperative efforts of public outreach or service.

Preparing reports and official documents - These questions test for the ability to prepare reports and other official documents for use within and among governmental agencies, in legal or regulatory settings, or for dissemination to the public. Some questions test for a knowledge of grammar, usage, punctuation, and sentence structure. Others test for the ability to present information clearly and accurately, to use the proper tone, and to organize paragraphs logically and comprehensibly.

Administrative supervision - These questions test for knowledge of the principles and practices involved in directing the activities of a large subordinate staff, including subordinate supervisors. Questions relate to the personal interactions between an upper level supervisor and their subordinate supervisors in the accomplishment of objectives. These questions cover such areas as assigning work to and coordinating the activities of several units, establishing and guiding staff development programs, evaluating the performance of subordinate supervisors, and maintaining relationships with other organizational sections.

Program planning and evaluation - These questions test for a knowledge of basic concepts and techniques in such areas as the planning function, factors involved in implementing new procedures or programs, and evaluating their results and effectiveness. The questions are conceptual in approach and fundamental in level; they do not involve the manipulation of data nor the application of quantitative methods.

Test Guide & Sample Test Material: A General Guide to Multiple-Choice Tests is available at http://www.cs.ny.gov/testing/testguides.cfm . If Sample Test Material is available for a subject area described above, it can be found at http://www.cs.ny.gov/testing/sampletestmat.cfm .

Time Allowance : The time allowance to answer all questions in this exam is 3 hours. This time allowance does not include travel time to and from the computer-based testing center, or check-in time at the computer-based testing center.

Candidates scheduled to take multiple examinations on the same date will be limited to a maximum of eight (8) hours of total testing time.

Note: The time allowance is subject to change. If changed, approved applicants will receive an email notification before the exam date with the revised time allowance.

If you pass, your seniority credit(s), if any, will be included in the computation of your final score. Your final score on the eligible list will be determined after adding any Veterans' credits.

Credit For Seniority: Seniority is credited at the rate of one credit for each five-year period (or fraction thereof), excluding the first year of service.

Admission to Computer-Based Test (CBT): If you are approved to sit for a computer-based test, you can choose your own test date and time. You will receive an email from CBTAdministration@cs.ny.gov asking you to choose an open exam session. You can change your test date and time to another available option any time before the scheduling period ends. After you schedule your test, you will receive an electronic admission notice that includes your test date, time, and location. The D