What are the responsibilities and job description for the Processing Archivist/Records Analyst position at Diocese of St. Augustine?
Diocese of St. Augustine
Processing Archivist/Records Analyst
Reports to: Director of Archives & Records Management
FLSA: Salary Exempt
Pay Grade: 204
Starting Salary: $45,306
Work location: St. Augustine, FL
This is not a remote position.
General Summary
Under the supervision of the Director of Archives and Records Management, the Processing Archivist/Records Analyst splits his/her time between records management and archives responsibilities. This position supports the director to implement Archives/Records Management Policies & Procedures. Daily responsibilities include basic archival administration duties and providing a reference for DOSA staff and the public. Project work includes education on policies and Records and Information Management Standards.
“All documents which regard the diocese or parishes must be protected with the greatest care. In every curia there is to be erected in a safe place a diocesan archive, or record storage area, in which instruments and written documents which pertain to the spiritual and temporal affairs of the diocese are to be safeguarded after being properly filed and diligently secured.” - Canon 486, Code of Canon Law
Essential Duties And Responsibilities
Because so much of the early historical documentation of this special diocese, such as critical sacramental records, were recorded in ancient forms of the Spanish language; the ideal candidate will be bilingual in English and Spanish (i.e. speak, read, write). Some understanding of Latin is useful.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the general public.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 30 pound boxes of paper. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORKING CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually limited. Flexibility to work evenings and weekends, when necessary is required, and ability to travel and drive one's own vehicle to various diocesan locations.
Processing Archivist/Records Analyst
Reports to: Director of Archives & Records Management
FLSA: Salary Exempt
Pay Grade: 204
Starting Salary: $45,306
Work location: St. Augustine, FL
This is not a remote position.
General Summary
Under the supervision of the Director of Archives and Records Management, the Processing Archivist/Records Analyst splits his/her time between records management and archives responsibilities. This position supports the director to implement Archives/Records Management Policies & Procedures. Daily responsibilities include basic archival administration duties and providing a reference for DOSA staff and the public. Project work includes education on policies and Records and Information Management Standards.
“All documents which regard the diocese or parishes must be protected with the greatest care. In every curia there is to be erected in a safe place a diocesan archive, or record storage area, in which instruments and written documents which pertain to the spiritual and temporal affairs of the diocese are to be safeguarded after being properly filed and diligently secured.” - Canon 486, Code of Canon Law
Essential Duties And Responsibilities
- Assists the Archivist in basic duties such as processing, research requests, and genealogy.
- Utilizes access tools such as finding aids, records management software, published materials, and the collection to answer reference requests, applying professional standards and state/federal law in providing access to information and maintaining statistics.
- Creates/maintains digital objects and records according to professional standards.
- Supports director in conducting office record surveys to recommend changes to DOSA Standard File Plan and Records Retention Schedule.
- Acts as an information source and trainer to Diocesan agencies, schools, parishes, and institutions on records management and basic archival issues.
- Provides education and training to Diocesan and entity staff on approved records management policies and procedures.
- Retrieves records from closed institutions, offices, and offsite locations for permanent storage or destruction.
- Assists the Director of Archives & Records Management on major Archives or Records Management initiatives and projects.
- Represents the Archives at professional events, interdepartmental meetings, and social functions.
- Monitors environmental conditions in storage spaces.
- Remains up to date in current professional standards and works towards professional certifications.
- Assists the Director in other Archives and Records Management duties.
- Performs other duties as assigned by the Director.
- A master’s degree preferred in Library Science or Information Technology/Science with some experience or certifications in Archives and/or Records Management.
- Proficient knowledge of basic Archives and Records Management principles.
- The ability to respect, promote, accommodate, and not be in conflict with the mission, moral and social teachings, doctrines, and laws of the Roman Catholic faith.
- Proficiency in MS Office tools including Access.
- Ability to read cursive writing.
- Experience with ArchivesSpace is preferred.
- Experience researching new digital resources and testing new products or software.
- Some knowledge and experience with digital to analog conversion projects.
- Ability to work independently and manage time efficiently to meet office goals and priorities.
- Excellent customer service skills and the ability to serve a variety of people from various backgrounds and cultures. Mature, friendly, and good-humored.
- Must be able to maintain confidential information, exercise good judgment, and work independently as well as in a team environment.
- Effective and exceptional written and verbal communication skills.
- Excellent customer service skills.
- Working/conversational knowledge of Spanish.
- Creativity and orientation towards problem-solving.
- Must successfully pass the required criminal background check prior to employment and maintain this clearance.
- At least one (1) year experience in an Archives and Records Management environment.
- Certified Archivist (CA) coursework or certificate; or Certified Records Analyst (CRA) coursework or certificate; or Digital Archives Specialist (DAS) coursework or certificate.
- Some knowledge and experience with building, customizing, and managing Electronic Document and Records Management Systems (EDRMS) and/or Content Management (CM) applications. Experience with ArchivesSpace is preferred.
- Bilingual in English and Spanish (i.e, speak, read, write).
- A knowledge of post-contact Spanish history as it relates to St. Augustine and Florida.
Because so much of the early historical documentation of this special diocese, such as critical sacramental records, were recorded in ancient forms of the Spanish language; the ideal candidate will be bilingual in English and Spanish (i.e. speak, read, write). Some understanding of Latin is useful.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, vendors, employees, and the general public.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must regularly lift and/or move up to 30 pound boxes of paper. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.
WORKING CONDITIONS
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually limited. Flexibility to work evenings and weekends, when necessary is required, and ability to travel and drive one's own vehicle to various diocesan locations.
Salary : $45,306