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Job Description

Detailed information on the job is provided below.

The job description does not necessarily include all the duties which may be required of individual employees in the classification. Job descriptions may be revised as needed.

County Archivist
CO0026
3/6/2015
Exempt
A09
The fundamental reason that this position exists is to plan, organize and coordinate the creation, maintenance, storage, preservation, use and disposition activities in the management of a wide variety of county records and materials. The essential functions of this classification include: developing the archival program and work space; directing the County's archival program; performing technical archival tasks; working with other county agencies in the systematic control of government records; supervising volunteers and staff; and performing other administrative duties as prescribed by the Probate Judge. The position is directly supervised by the Probate Judge.
ESSENTIAL FUNCTIONS: The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of "non-essential functions" is not optional for employees not covered under the ADA.

ESSENTIAL FUNCTION: Develops the archival program and work space using reference sources, computers and basic office equipment in order to ensure that the program complies with professional and legal standards.

Conducts extensive research using multiple sources of information such as print resources, subject matter experts, internal staff, computer data bases, library search services, Internet, etc. in order to develop the archival program based on professional standards.
Reads and interprets laws related to archiving government documents to determine needs for the program.
Develops a plan for archiving documents and materials which includes identifying needs, i.e., technology, staffing, and budgetary.
Makes recommendations regarding the most appropriate technology for preserving documents and materials.
Makes recommendations regarding the most appropriate physical plan requirements for archiving documents and materials.
Makes recommendations regarding the most appropriate staffing requirements for the archival program.
Makes recommendations regarding the most appropriate budgetary requirements for the archival program.
Estimates the amount and cost of space, equipment and materials necessary to maintain program.
Physically develops the work space needed to archive documents and materials.

ESSENTIAL FUNCTION: Directs the County's archival program and determines the proper practices and procedures for the collection, classification, care, preservation and disposition of materials from County departments, boards, commissions, and other governmental agencies which have historical, administrative, legal, research, cultural, and other significant value.

Develops procedures for retention to ensure that appropriate materials are stored at optimum cost effectiveness and security and to ensure the preservation of county archival materials.
Establishes policy guidelines concerning public access and use of materials.
Develops accession procedures for materials transferred to the archives.
Ensures the security and preservation of county archival materials and determines methods of preservation, including microfilming and digital imaging.
Establishes and maintains an inventory control/access and retrieval system for materials.
Compiles and maintains archival management data and reports.
Evaluates the historical value of private collections and makes recommendations concerning acquisition.
Evaluates the archival program to include cost-effectiveness and recommends services and improvements.
Plans and conducts training programs for staff on proper archival methods.
Ensures compliance with all state and federal guidelines relating to archiving.
Ensures that the necessary supplies and equipment for the execution of the program are maintained.

ESSENTIAL FUNCTION: Performs technical archival duties following policy and procedure in order to classify, care for, preserve and dispose of archival materials.

Reviews and analyzes terminal materials submitted by extant and past county agencies and public bodies.
Determines origin of all materials by searching out organization, function and history of the generating agencies.
Consults past ordinances, statutes, histories and newspaper articles in order to establish provenance.
Utilizes imaging equipment and software to electronically store documents.
Prepares written descriptions detailing history of originating agencies and the relationship of the records to them.
Examines materials for uniqueness and informative value.
Compares materials from one generating body to another to determine overlap of information.
Prepares catalog entries describing material contents.
Sorts, collates, indexes and shelves materials in the most advantageous manner.
Prepares shelf lists and cross index files in order to access materials.
Prepares or directs the preparation of document descriptions and reference aids such as accession lists, indexes, guides, bibliographies, abstracts.
Destroys or arranges for the destruction of eligible materials according to records laws and regulations.
Provides access and reference services as appropriate to county archival materials.
Maintains a computerized data based of information on materials retained and destroyed.

ESSENTIAL FUNCTION: Works with other county agencies in the systematic control of government records to ensure the creation and maintenance of a legally-compliant record keeping system.

Provides technical expertise and coordination related to the development and implementation of departmental policies and procedures.
Advises elected and administrative officials regarding the laws, regulations and benefits of records management practices.
Assists other departments in planning and prioritizing goals for the management and administration of government records.
Coordinates the transfer of records to the archives.

ESSENTIAL FUNCTION: Supervises volunteers and staff in the cataloging, storage, preservation, reproduction, retrieval and disposal of government records and historical documents in order to ensure the efficient operation of the archival program.

Assigns and coordinates volunteers to carry out support functions.
Assigns and evaluates the work of subordinate employees.
Counsels employees on work performance and work habits.
Trains and/or identifies training programs, materials.
Approves/schedules leave requests from employees.
Makes recommendations concerning recruiting, hiring, discipline and retention of employees.
Assists in developing job descriptions for new or existing positions.
Makes recommendations concerning staff, equipment, space and funding.
Ensures that employees follow policies and procedures.
Coordinates records management activities with office staff to ensure effective and efficient creation and maintenance of records.

ESSENTIAL FUNCTION: Performs miscellaneous administrative duties following policy and procedure and Probate Judge directives in order to ensure the efficient operation of the archival program and to provide information and expertise.

Maintains current knowledge of laws, techniques and procedures pertaining to records management.
Attends meetings of professional organizations
Reads laws and legal opinions, and professional and technical books, periodicals and papers.
Confers with other professionals in the field.
Gives talks and/or tours to interested groups.
Prepares or supervises the preparation of program brochures, handbook, newsletter, web page or related informational resources.
Advises government agencies, scholars, journalists and others conducting research by supplying available materials and information.
Works in the Probate Records Room as needed in order to provide staff support and guidance.
Supervises employees in the absence of the Records Supervisor as required.
Provides information to the public and others in order to answer questions, collect fees, resolve conflicts and locate property records.
Verifies the accuracy of information on probate records and arrange for corrections.
Maintains proficiency in computer software such as Access, Word, Excel, and PowerPoint to include acquiring proficiency in current Probate Office software for land records and Probate Court functions.
Knowledge of archival standards, procedures, and practices used in the classification of records, documents, historical materials, etc.

Knowledge of the legal and administrative rules and regulations of records disposal and retention

Knowledge of the functions, organizations and history of Montgomery County, its departments and public bodies

Knowledge of various types of government records, especially county records, to include record keeping practices, past and potential uses of county records

Knowledge of historical bibliographic sources.

Knowledge of the techniques of records preservation, duplication and restoration

Knowledge of the principles of records management and record retention schedules

Knowledge of various types of office equipment used to index and store documents such as, microfilm, microfiche, and computer databases to include their functions, limitations, capabilities, parts and vendors.

Knowledge of probate instruments such as plats, deeds, mortgages, personal property, corporations, mergers, and Probate Court cases to include their purpose, importance, information contained in the instruments, where they are located, appropriate wording and proper execution.

Knowledge of Probate office policies and procedures as needed to accomplish work tasks.

Know of state and federal privacy laws and open records laws to maintain privacy interest on particular archival materials.

Ability to conduct research using reference materials such as journals, periodicals, federal and state laws, the Internet, guidelines from other jurisdictions, surveys, and computer databases.

Ability to apply standard archival procedures and practices in the classification of records, documents, historical materials, etc.

Ability to appraise materials for historical, administrative, fiscal and legal value

Ability to utilize computer hardware and software applications used for records retention schedule and/or transfer of records into the archival program.

Ability to operate standard office equipment such as FAX, copier, telephone, and computer terminal.

Ability to plan and organize to include setting priorities, developing a strategy, following a plan, and accomplishing goals.

Ability to judge the adequacy of departmental record keeping and storage facilities and to make recommendations for revision when necessary

Ability to prepare specifications for equipment and material supply

Ability to establish and maintain effective working relationships with employees, public officials, and the public as needed to answer questions and provide technical expertise in the maintenance and retrieval of documents and records.

Ability to communicate ideas in writing to include organizing thoughts in a logical manner, clarity, conciseness, adapting style to the writer, and using proper spelling, punctuation, and grammar as needed to compose narrative summaries, reports, and correspondence and to review and edit the work of others.

Ability to communicate orally to include relating to people of different backgrounds, listening, conveying sincerity and interest, and using proper grammar as needed to obtain information from an individual, answer questions, present information to individuals and groups, and explain laws, procedures, and policies.

Ability to work with limited supervision to include setting priorities and managing time effectively as needed to accomplish operational goals and objectives.

Ability to make sound recommendations concerning policies and practices for the management of historical materials and archival collections.

Ability to develop, implement and analyze complex filing and records management systems to include manual and automated systems as needed to collect, store and retrieve historical documents and records.

Ability to supervise and manage people to include delegating work, evaluating performance, and resolving conflicts as needed to ensure the productivity of program.

Ability to read and understand complex written materials including state, federal and local laws, regulations, legal documents, professional publications and finding aids.

Ability to interpret policies and procedures as needed to answer questions and accomplish work tasks.
Master's degree in history, political science, government, library science, public administration, or a closely related field, including or supplemented by at least two graduate courses in archival administration. Two years of professional-level experience in archival work or records management. One year of professional-level experience in archival work or records management may be substituted for the archival administration courses.
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