What are the responsibilities and job description for the Archives Aide position at MAURY COUNTY?
Nature of Work
This is responsible work assisting with the storage and preservation of important documents, records and archives for Maury County Government. Activities associated with the job include assisting with the retrieval and storage of records from Maury County offices, ensuring they are organized, cleaned and placed in proper order for future use, destroying documents and records in accordance with the regulations established by the Public Records Commission and state law and preparing records for microfilming and/or scanning. Additional activities include answering inquiries from the public and local officials about the availability of historical records and documents, assisting individuals with genealogical research and methods and providing tours of the Archives building when necessary. Incumbents also assist with some administrative and accounting activities when necessary. Job responsibilities require experience in organizing and storing important public records and other documents, good organizational, interpersonal and decision making skills, knowledge of state laws governing the storage and disposal of public records and sufficient strength and agility to perform the physically demanding aspects of the job. Job performance is evaluated by the Archives Director through review of the organization and storage of records and documents, ability to interact successfully with the public and local and state officials, knowledge of the regulations governing the storage and disposal of public records, level of administrative support provided for the department and level of support provided for county government operations.
Illustrative Examples of Work
-Assists with retrieving, organizing and storing public records and documents from various county offices upon request.
-Assists with ensuring that all records and other documents are properly identified, cleaned, organized, stored and indexed for future reference.
-Addresses inquiries from the public, local officials and public agencies pertaining to the availability and/or location of public records and documents.
-Delivers records and related documents to county government offices upon request.
-Prepares records and documents for microfilming and/or scanning prior to disposal or in the event the record and/or document is faded or damaged.
-Assists with ensuring the security and proper storage of all records and documents received by the Archives Department in accordance with established records management practices.
-Assists with establishing and maintaining a record retention schedule and maintaining a database of the Archives Department holdings and transactions.
-Remains current on new regulations and/or practices pertaining to the storage, retention and/or disposal of public records and related documents.
-Assists with performing a variety of administrative and accounting duties including ordering supplies, balancing the daily register and making deposits, assisting with purchasing activities, etc. when necessary.
-Assists individuals with genealogical research and methods, organization and location of documents, etc.
-Maintains contact with local and regional organizations involved in genealogical research, archives, and historical research including genealogical societies, colleges and universities, other county archives, etc. to provide and exchange information.
-Performs related duties as required.