Archives Specialist - Baldwin County Commission

1. Conduct operations of the primary workplace facility as requested by the Director of Archives and History.
2. Conduct general day-to-day facility operations with kindness, professionalism tact and an emphasis on responsiveness.
3. Maintains office and cleaning supplies inventory and prepares requisitions for the same. (Spending authorization will always be applicable as approved by Director of Archives and History and on file in the Budget/Purchasing office).
4. Reviews the primary facility for maintenance and cleanliness as directed.

1. Organizes and arranges archival and manuscript material in alphabetical, chronological or other appropriate order, as directed, in accordance with local practice and documented procedures.
2. Performs routine procedures to arrange for preservation of the materials.
3. Compiles listings of materials in collections as appropriate.
4. Labels manuscripts folders and containers.
5. Compiles, inputs and formats data on collection material and collection activities in manual and automated files.
6. Prepare collections for preservation.
7. Input and format data for finding aids in machine-readable files, using a standard finding aid template.
8. Re-house material into archival containers and perform other routine procedures to arrange for the preservation of materials (e.g., preservation, photocopying of fragile materials).
9. Print box and folder labels from the electronic finding aid and labels boxes and folders.
10. Retrieve materials from the shelves and assists the Director for in-process and newly processed collections.
11. Perform clerical duties incidental to archival activities as assigned by the Director.

1. Enters data from given sources on a computer.
2. Assists other county departments with their records management programs as needed.
3. Assists with research requests as needed and ability to work independently or as part of a team.
4. Supports director and department with special assignments as directed.
5. Takes notation and dictation as needed. Solid written and verbal communication skills.
6. Types, writes, and/or prepares internal memoranda and various documents as requested.
7. Understands and conveys more complex messages and instructions and takes action accordingly.
8. Excellent critical thinking and analytical skills.
9. Coordinates training course registrations and travel reservations as needed.
10. Takes minutes and proofreads minutes as requested.
11. Schedules meetings, coordinates newspaper advertisements as requested.
12. Receives, reviews, and prepares a variety of forms, requests, records, files, and other documents associated with daily responsibilities of this position.
13. Utilizes a computer, printer, etc. to enter, store, and retrieve data as needed in a variety of electronic mediums including the Archives’ electronic database.
14. Maintains a comprehensive, current knowledge and awareness of applicable manuals, policies, and procedures.
15. Ability to understand and implement archival principles including document filing and retrieval.
16. Assists patrons in the use of finding aids and guides; responds to written inquiries and supplies suitable references and/or service.
17. Supervises and trains interns/volunteers that are assigned to county archival projects.
18. Processes and creates finding aides for archival collections which fall under the domain of the county archives.
19. Offers and obtains basic information or provides assistance on general matters.
20. Compile and maintain archival management data and reports.

1. Greets visitors to the office, refers them to whom they need to see, and makes them comfortable if they must wait.
2. Answers incoming calls to the office. Advises, screens and refers callers and visitors.
3. Provides whatever information is available to general inquiries.

1. Assists with the creation and execution of county-wide historical events from conception to clean-up.
2. Strong attention to detail and organizational skills.
3. Assists with the design of advertising materials; collaborate with several departments within the county as well as local and community groups.
4. Assists with archival programming to include publicity and public outreach programs.

1. Associate degree in Records Management with a minimum two (2) years’ experience working in an archives or records management setting; or any equivalent combination of experience and training that provides the knowledge, skills, and abilities necessary to perform the work.
2. Possess valid driver's license and be insurable by the County’s standards. 
3. Must be capable of working outdoors for extended periods with light set up and break down for events and activities. Tolerant for insects, including mosquitoes, and yellow flies.
4. Must be able to operate appropriate technology, such as a computer and scanner, and digitization software.
5. Minimal keyboarding skills (25-39 wpm).

1. Willing to work overtime, nonstandard hours, weekends and holidays as required to complete work assignments.
2. Willing to travel out of County as needed.
3. Willing to attend meetings, conferences, workshops, and training sessions as related in assigned work area.
4. Must be willing to work in an environment that contains dust and/or mold.
5. Ability to work under stress of recurring deadlines and multitask.

1. Ability to lift heavy material, push loaded book carts, and ability to climb and descend on ladders.  Manual dexterity.
2. Perform tasks that involve prolonged periods of sitting, standing, reaching and kneeling.
3. Capable to standing or sitting for extended periods up to 8 hours.
4. Must have the ability to lift at least 50 lbs. unassisted.

1. Knowledge of basic high school mathematics.
2. Knowledge of basic bookkeeping procedures.
3. A good working knowledge of English grammar, composition, and spelling.
4. Ability to read and understand English-language primary source documents, including hand-written texts sufficiently to organize collections.
5. Skills to communicate effectively with Public Officers, supervisor, co-workers, and general public.
6. Skills to read and understand printed reports and requests.
7. Knowledge of filing procedures.
8. Knowledge of office machinery operations.
9. Ability to establish and maintain effective working relationships with supervisors, co- workers, and the general public.
10. Ability to understand written instructions, and general policy statements.
11. Ability to organize and prioritize own work.
12. Ability to operate equipment associated with the scanning and preservation of artifacts in an electronic format.
13. Knowledge of archival processing.
14. Knowledge of Records Management theory and practice.
15. Knowledge of or ability to learn the proper processing of documents and/or artifacts to archival standards.
16. Skills including an understanding of finding aides, electronic catalogs and databases and the ability to create and implement any of the above.
17. Knowledge of, or ability to, learn and put into practice archival principles that are necessary to properly serve researchers at the facility and through telephone/email communication.
18. Abilities associated with the training and supervision of interns with limited archival skills and volunteers with no archival skills.
19. Ability to assist patrons with research requests in a professional and friendly manner.

Salary : $18