Archives Administrative Assistant – Clerk III

Be a key partner in preserving and serving.  This is a full-time administrative position requiring strong organizational, technical, and communication skills. Candidate will perform specialized work supporting archival operations, local government functions, and agency administration and work closely with the Archives Director, staff, and the public to carry out the Archives’ mission, programs, and daily operations.

This position provides high-level administrative and operational support to the Archives. Work is performed under the general supervision of the Archives Director, with considerable independence in judgment and initiative. Responsibilities include managing specialized records, supporting staff and public services, and maintaining frequent interaction with patrons, researchers, and partner organizations.

The role requires discretion in handling confidential materials and the ability to work effectively in a fast-paced, public-facing environment. Strong working knowledge of archival and library practices is essential, along with the ability to maintain collaborative relationships across departments and with the public.

• Maintain the Archives website, social media, and digital outreach initiatives.
• Collect and analyze usage statistics (web, social media, digital collections, patron services).
• Research, write, and administer grants; complete required reports.
• Process invoices, prepare deposits, and assist with financial recordkeeping as assigned.
• Support volunteer coordination and supervision.
• Provide technical support to staff, volunteers, and patrons.
• Deliver reference services, including research for patrons and government agencies.
• Prepare confidential research for legal, governmental, and private requests.
• Manage incoming communications (visitors, calls, mail, email).
• Process financial transactions for the Friends of the Butte Archives.
• Enter and maintain records in collections management software in accordance with archival standards.
• Operate and maintain equipment (scanners, A/V equipment, cameras, projectors, etc.).
• Prepare correspondence, reports, minutes, grants, and other documentation
• Maintain organized and accessible files and records.
• Troubleshoot office and IT issues; coordinate outside support as needed.
• Coordinate meetings, schedules, and logistics, including agendas and follow-up.
• Order and manage office supplies.
• Attend meetings, conferences, and trainings as authorized.
• Support and troubleshoot databases and digital subscriptions.
• Plan and promote public programs and community events.
• Prepare news releases and related content.
• Perform related duties as assigned.

Required Knowledge and Skills:

• Knowledge of archival practices, research methods, and records management.
• Understanding of local government records, including court documents.
• Proficiency with modern office software and database systems.
• Ability to maintain strict confidentiality.
• Strong research, analytical, and organizational skills with attention to detail.
• Ability to prepare clear, accurate reports and documentation.
• Ability to troubleshoot technical and equipment issues.
• Effective written and verbal communication skills for diverse audiences.
• Ability to establish and maintain positive working relationships.
• Ability to adapt to evolving technology and workflows.
• Initiative, problem-solving ability, and sound judgment.
   

Acceptable Experience and Training:

• High school diploma supplemented by training in archival practices, cataloging, or related fields.
• Considerable experience in administrative support, records management, research, or related work.
• Equivalent combinations of education and experience will be considered.
• Experience with collections management software preferred.

• Possession of a valid Driver's License issued by the State of Montana.
• Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance.  See below.
  "2.08.010 Residence during employment. From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow. (Ord. 85 § 1, 1979)"

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with others, both in person and by telephone.
• Sufficient vision, with or without reasonable accommodation, which permits the employee to read and review historical documents, journals, articles and items in both written and electronic form.
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer.
• Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to visit other locations throughout the City-County and surrounding region, make public presentations and retrieve and replace shelved materials.