2G05
MUNICIPAL ARCHIVIST

This is management level archival work in the Department of Records directing a municipal archival program to ensure proper disposition and care of all City records that have historical, administrative, legal and cultural value. The employee in this class supervises, through subordinate archivists, the collection, classification, care preservation and disposition of records and documents of historical value received from City departments, boards, commissions and other governmental agencies. Work also includes directing the application of historical conservation and research preparation techniques and supervising activities in the Records Storage Center and the Records Management and Forms Units. Collaborating with outside institutions in establishing archival programs that are of mutual interest is a significant aspect of the work. Work is performed under the general direction of an administrative superior.

• This is a one-position class located in the Records Department.
• The position must supervise a staff of Archivists and clerical personnel responsible for identifying, preserving, classifying, and cataloging municipal records and documents for retention in a municipal archive.

• Directs a program of, and determines the proper practices and procedures for the collection, classification, care, preservation and disposition of records from City departments, boards, commissions and other governmental agencies which have historical, administrative, legal, research, cultural, geneological or other significant value; directs the operating of a records storage program.
• Plans, assigns and reviews, through subordinate supervisors, the work of a staff engaged in the maintenance of an archival and records storage program, and forms and records management programs.
• Develops proposals for grants; assists departmental representatives in the development of proposals for grants; develops procedures to assure that City's recordkeeping complies with grant provisions; prepares cost analysis of the City's Archival program.
• Works with other City agencies and departments and serves on a number of committee groups such as the Records Control Group (RCG), to set up and carry out archival programs which are of mutual benefit and interest to the parties concerned; attends archival meetings, conferences and seminars.
• Evaluates the most sensitive and complex records to determine the basis for their retention or disposal; periodically examines the condition of City records; supervises subordinate staff in the review and modification of retention and disposition schedules and storage methods. Coordinates the physical disposal of city records that have passed their retention period.
• Evaluates archives to determine the value and/or feasibility of transfer to computerized recordkeeping; analyzes archives to determine which are compatible with automated cataloging techniques; reviews computerized records to determine which have archival value.
• Determines the subject matter and supervises the preparation of monographs, special reports and other material for publication.
• Administers the activities of a records reference agency where records of all agencies and original copies of rules and regulations are available to assure the safe keeping and availability of stored records; directs a program for document conservation.
• Directs the maintenance of a municipal archive for the preservation and display of documents of historical value to provide the City with an additional center of cultural interest for students, researchers, and the public in general.
• Performs either solely, or through subordinate staff, the maintenance of a petty cash fund for supplies and other small purchases, preparation of specifications for equipment and material supply, and utilization of technology that may relate to the Archival process, such as the Philadelphia Information Locator Service (PhILS).
• Performs related work as required.

KNOWLEDGE OF:
• the standards, procedures and practices used in the administration of an effective archival program
• the legal and administrative regulations governing records disposal and retention
• the problems encountered in the conduct of archival research and methods of resolving them
• the classification, care and preservation, mechanical duplication, filing and control of records
• computer and software applications used for records retention schedule and/or transfer of records into the City archival program
• the organization and historical development of state and local government
• the methods and techniques used in the preparation of applications for funding
ABILITY TO:
• plan, organize, direct and coordinate a program of archival research, records disposal, retention, preservation and reference
• judge the adequacy of departmental recordkeeping and storage facilities, and to make recommendations for revision when necessary
• research and determine funding sources for the retention of archival records
• prepare specifications for equipment and material supply, and cost analysis for the City's archival program
• attend archival meetings, conferences and seminars
• express ideas effectively, both orally and in writing

EDUCATION
• Completion of a bachelor's degree program at an accredited college or university.
AND
GENERAL EXPERIENCE
• Three years of experience as a librarian or in archival or cultural research work in a large jurisdiction.
AND
SPECIFIC EXPERIENCE
• Three years of experience as a librarian or in archival or cultural work, which shall have involved responsibility for a records reference library, large central records repository or archival program.

OR

Any equivalent combination of training and experience, which has been considered to be acceptable by the Personnel Department and which has included a bachelor's degree as an educational minimum.

• Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.