Records Administrator/Archivist

The City of Alexandria is in northern Virginia and is bordered by the District of Columbia (Potomac River), Arlington and Fairfax counties. With a population of approximately 150,000 and a land area of 15.75 square miles, Alexandria is the seventh largest city in the Commonwealth of Virginia. Alexandria has a charming waterfront and is a unique and historic place to live and work. About one-quarter of the city’s square miles have been designated as a national or local historic district. We proudly embrace our rich history and seize the endless opportunities that lie ahead. If you are interested in working for the vibrant City of Alexandria, we invite qualified candidates to apply for the City Records Administrator and Archivist position located in the Office of Historic Alexandria’s (OHA).

Overview

The City Records Administrator and Archivist supervises a small staff and administers a comprehensive City-wide program for managing the creation, maintenance, use, and disposition of the City's business and archival records. This is professional records management work performed with considerable independence within established policies, ordinances and laws. Duties are performed under the general supervision of the Director, Office of Historic Alexandria.

About the Department

The Archives and Records Center division operates the City of Alexandria’s archives and records management program and is one of the divisions of the Office of Historic Alexandria. The Office of Historic Alexandria manages many of the City’s premier historic sites and is the department of the City of Alexandria government charged with the conservation, interpretation, and promotion of these links to the past, bringing Alexandria’s varied and storied history to life. In addition to the Archives and Records Center division, all the Alexandria City-owned museums and Alexandria Archaeology are under the Office of Historic Alexandria.

Illustrative Examples of Work

• Establishes and approves policies and procedures for the acquisition, storage and destruction of records from the City's agencies, ensuring compliance with applicable laws and regulations;
• Creates and implements special projects to achieve long-term archives and records management goals;
• Establishes and approves all operations and policy for the Archives and Records Management Division;
• Supervises a Records Management Analyst
• Supervises a Records Center Clerk when the Records Management Analyst is absent
• Recruits and supervises archival interns and establishes internship projects
• Works with City agencies to develop policies and procedures for records management that ensure uniformity and compliance with state law;
• Meets with high-level staff from various agencies (including Information Technology Services) to evaluate records management practices, e-mail management, scanning and other records reformatting projects, and any other relevant issues;
• Trains City employees regarding archives and records management procedures and applicable regulations; supports the development and implementation of a forthcoming Citywide training program
• Prepares reports, analytic studies, audits and other materials as necessary;
• Works with members of the Public Records Advisory Commission to address archives and records management issues and to improve overall the City's archives and records management program;
• Serves as the City of Alexandria's official liaison to the State of Virginia (e.g. Library of Virginia) on archives and records management matters;
• Functions as the only City of Alexandria employee who can provide the final authorization on the destruction of City records;
• Ensures that legally obsolete records are destroyed in a timely manner;
• Manages the budget for the Archives and Records Management Division
• Researches and evaluates records management software programs for the Archives and Records Management Division;
• Manages the City's permanent, historic and archival records;
• Identifies, preserves, catalogs and makes available to the public such records of the City of Alexandria government;
• Establishes and approves policies for public research at the Archives and Records Management Division and works directly with the public to provide research services;
• Ensures that all the records held at the Archives and Records Management Division that are not private and confidential by state law are available for observation and access;
• Monitors the Archives and Records Management Division facility on a regular basis for the proper environmental conditions for the storage of textual and non-paper records, museum objects and archaeological artifacts;
• Monitors the facility for any leaks or other problems that might damage records, objects and artifacts;
• Monitors the facility for any safety issues;
• Develops and implements the Division's disaster plan;
• Selects and interviews candidates for hire for the Archives and Records Management Division;
• Performs related work as required.

Minimum & Additional Requirements

Four-Year College Degree; five years of experience in professional archives and records management which includes managing the creation, use, maintenance and disposition of records for a large organization comparable to the City of Alexandria. Five years of supervisory experience and working directly with various officials, directors, and employees as well as the general public. Completion of college-level courses in records management and archives administration. Three years of experience managing the budget for a small department; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Preferred Qualifications

Master's Degree in History, Library Science or a related discipline. Experience administering a comprehensive, organization-wide archives and records management program. Certification as an Archivist (CA) or as a Records Manager (CRM), or the ability to acquire certification.