Assistant City Archivist

Job Description

Job Description

Statement of Duties :

The Assistant City Archivist is responsible, under the supervision of or in the absence of the City Archivist, for all operations of the City Archives.

In addition, the Assistant City Clerk will manage the physical collection of the City of Somerville Archives approximately 13,000 cubic feet consisting of archival and inactive records.

As an administrative archives, the City Archives oversees the application of retention schedules, provides access to records in accordance with public records laws, and works with City Departments to transfer inactive records to the archives.

The Assistant City Archivist will assist in overseeing the disposition of non-permanent records, and provides descriptions of records to facilitate access.

The Assistant City Archivist will support the management and retention of records for the city by overseeing the regular functions of accessioning, deaccessioning and processing city records.

Essential Functions :

The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed.

The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• Oversees the work of project assistants, for-credit interns and grant funded positions.
• Accessions records by reviewing and analyzing terminal materials submitted by city agencies and public bodies.
• Develops archival program by staying abreast of current trends, tools and description standards
• Determines origin of all materials by searching out organization, function and history of the generating agencies.
• Makes archival classifications based upon findings.
• Destroys or arranges for the destruction of eligible materials according to records laws and regulations.
• Processes record collections using extensible processing principles.
• Physically arranges and rehouses records.
• Applies conservation techniques where applicable.
• Prepares written descriptions detailing history of originating agencies and the relationship of the records to them.
• Describes records in Archives Space following DACs Guidelines.
• Provides access and reference services as appropriate to City archival materials.

Recommended Minimum Qualifications :

Education and Experience : Master’s Degree in Library Sciences plus three years of experience or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.

Archives Management track or courses preferred.

Knowledge, Abilities and Skill

• Knowledge : Working knowledge of municipal operations. Working knowledge in handling and analysis of administrative data practices and techniques;
• working knowledge of office software including word processing, access and spread sheet applications. Archival and records management principles and practices;

database management; library science.

• Ability : Able to use extensive software and applications, particularly Excel and Access. Ability to handle problems and emergencies effectively;
• ability to communicate clearly, both orally and in writing; ability to operate a computer; ability to maintain confidential information;

ability to maintain, manage, and organize records; ability to deal appropriately with City employees, elected officials and members of the general public.

Ability to complete work in a timely and accurate manner.

Skill : Excellent organizational skills; excellent data processing skill in the use of personal computers and office software including word processing, database, spreadsheet, and specialized applications.

Research, project planning, and attention to detail.

Work Environment

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant.

Employee may be required to work beyond normal business hours in response to attend evening meetings or complete work assignments.

When with records, physical space may be cramped.

Physical and Mental Requirements

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 position’s essential functions.

Physical Skills

Minimal physical demands are required to perform the work. Work effort principally involves sitting to perform work tasks, with intermittent periods of stooping, walking, and standing.

Work requires some agility such as moving in or about storage sites. There may also be some occasional lifting of objects such as office equipment or photocopy paper (up to 30lbs.

When working with records, physical effort will be needed to move records.

Motor Skills

Duties are largely mental rather than physical, but the job may occasionally require minimal motor skills for activities such as moving objects, operating a telephone, personal computer and / or most other office equipment including word processing, filing and sorting of papers.

Visual Skills

Visual demands include constantly reading documents for general understanding and for analytical purposes.

Hours : Full-Time

Salary : $55,204.04 annualized + benefits

Union : Non-Union

FLMA : Exempt

Date Posted : August 30th, 2024

City of Somerville residents are especially encouraged to apply.

The City of Somerville is an affirmative action / equal opportunity employer and does not discriminate on the basis of race, color, sex, religion, age, national origin, disability or any other protected category.

Women, minorities, veterans, and persons with disabilities are encouraged to apply.

Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided to qualified individuals with disabilities free of charge, upon request.

Persons with disabilities who need auxiliary aids and services for effective communication (i.e., CART, ASL), written materials in alternative formats, or reasonable modifications in policies and procedures in order to access the programs, activities, and meetings of the City of Somerville should please contact Adrienne Pomeroy at 617-625-6600 x 2059 or [email protected].

Pre-Employment Requirements for All Employees :

• MA Criminal Offender Record Information (CORI) clearance
• Completition of Conflict-of-Interest Law Education training for municipal employees

Overview of Total Rewards :

• 4 weeks annual vacation (for non-union positions) union positions vary by contract
• Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
• Dental coverage low and high plans through Cigna
• Vision care through Vision Service Plan (VSP)
• Long term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Somerville Retirement Pension System
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Benefits listed are for benefits-eligible positions and the above information is meant to be a general overview of the benefit programs offered by the City of Somerville and not a binding contract.

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