JOB TITLE: ARCHIVIST 1

JOB CODE: 26010

SERIES NATURE OF WORK: The Archivist job series describes work in the preservation of a wide range of documentary materials and archival records relating to Pennsylvania’s heritage and the operation of state and local governments within the commonwealth.

DEFINITION: This is entry level professional work assisting in the preservation of documentary materials and digital and non-digital archival records relating to the state’s heritage and the operation of state and local governments within the commonwealth. An employee in this job assists in accessioning, inventorying, appraising, arranging, indexing, describing, and preserving documentary materials from individuals, private institutions, and public records from state agencies and local governments within the commonwealth. Work involves conducting research and preparing responses to inquiries from the public and professional researchers; assisting in locating source or informational materials, which may include retrieving them from the State Archives, and preparing finding aids and guides. Work may include assisting archivists who advise and consult state and local officials on records retention, storage, and preservation issues; and on the collection and disposition of public records. Work is reviewed in progress and upon completion for compliance with policies, procedures, regulations, and expected outcomes. 

EXAMPLES OF WORK: (NOTE: The examples of work are representative of the work, but every position classified to this job may not perform all examples of work listed. Conversely, this is not an all-inclusive list of work examples.)

• Participates in accessioning, inventorying, appraising, arranging, and describing documentary materials and public records from state agencies and units of local government within the commonwealth and from individuals and private institutions who are offering their collections to the Pennsylvania Historical and Museum Commission (PHMC).

• Gathers historic data and prepares responses to public inquiries for information received in person, by telephone, or by email.

• Retrieves data, files, records, and other documentation from the State Archives upon request for use by professional researchers and the public.

• Utilizes digital files and systems to obtain data, locate records or documentary materials, and enter archival technical and descriptive metadata.

• Prepares finding guides and other aids for use by researchers and the public.

• Arranges and describes documentary materials and public records used for research.

• Participates in the preservation and basic conservation of archival materials.

• Provides reference services and assistance to patrons accessing archival materials.

• Drafts correspondence and reports describing routine activities, special projects, and data related to the collections.

• Performs related work as required.

ENTRY LEVEL KNOWLEDGES, SKILLS, AND ABILITIES:

• Knowledge of the principles and practices of archival science, including the management of records in both digital and non-digital formats.

• Knowledge of the methods, techniques, and materials used in the care and preservation of permanent records and documentary materials including records in diverse formats, such as maps, photographs, motion picture and microfilm, audio and video tape, and records in electronic format ranging from simple text files to complex CAD or GIS files.

• Knowledge of the methods used to perform historic research and evaluate and correlate source materials.

• Knowledge of the methods used to arrange and describe archival materials.

• Knowledge of the use and functionality of Microsoft Office Suite software.

• Ability to communicate effectively orally.

• Ability to communicate effectively in writing.

• Ability to establish and maintain effective working relationships.

MINIMUM EXPERIENCE AND TRAINING: (NOTE: Based on the Entry Level Knowledges, Skills, and Abilities)

• A master’s degree in archival science, history, library information science, or information science that includes six graduate credits in archival science;

or

• A master’s degree in archival science, history, library information science, or information science that includes three graduate credits in archival science and completion of either the Society of American Archivists’ (SAA) Arrangement and Description Certificate or the SAA Digital Archives Specialist Certificate;

or

• A master’s degree in archival science, history, library information science, or information science and completion of both the SAA Arrangement and Description Certificate and the SAA Digital Archives Specialist Certificate;

or

• One year of professional experience at a formally established archival program performing appraisal and disposition, arrangement and description, or reference services work.