9E03

                                                                                                          PAY RANGE:  EP17

 

REGISTRAR AND COLLECTIONS MANAGER

GENERAL DEFINITION

           This is collections work registering objects in the Free Library of Philadelphia and archival work managing a collection in the city’s archives of the Records Department. The employees in this class are responsible for coordinating all aspects of collection management and requests for access to the collection according to professional and institutional standards and ensuring adherence to copyright law, contractual agreements and other legal guidelines governing the use of reproductions from the collection.  The employee in the Records Department assignment is responsible for identifying, classifying, indexing, and cataloging records and documents in the archives collection for retention. The employee in the Free Library assignment is responsible for managing reproduction requests, recordkeeping, administering exhibition loans and supporting exhibition planning and activities. The employees in this class serve as an assistant to senior staff by providing records of all objects used in exhibitions or stored in the archives.  Work is performed under the supervision of an administrative or technical superior. 

ALLOCATING FACTORS: (The following conditions must be present for a position to be allocated to this class)

 1.                The employees in this class must perform work in collection management in the Philadelphia Free Library or classification and cataloging of records in the City’s archives for retention in the Records Department.

 

 

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

All Assignments      

Identifies conservation needs and monitors work by technicians and contracted conservators; ensures security of collection on display, in transit and in storage; participates in the development of institutional policies, procedures and strategies governing the documentation, preservation and the use of the collection and digital collection surrogates. Makes recommendations for annual budget; may provide technical direction to departmental interns and volunteers or visitors.

Prepares inventory lists and catalogs as guides.

Performs related work as required.

Records Assignment 

Reviews and analyzes terminal records submitted by existing and past city agencies and public bodies in order to determine the origin of all records and documents by searching out the organization, function and history of the generating agencies. 

Researches and consults past ordinances, statutes, histories and newspaper articles in order to establish provenance; makes archival classifications based upon findings; prepares written descriptions detailing history of originating agencies and the records. 

           Performs public service work assisting customers’ request to access and research the collection according to policies and practices of the Record’s Department. 

Collaborates with other City Archivists, consultants, and external partners in daily operations and special projects as assigned.  

Free Library Assignment

Organizes and maintains documentation for objects entering special collections through gift or purchase; tracks inventory and storage in a database system in conjunction with staff; assists staff in selection of items for exhibition.

Manages reproduction requests with other departmental units; assists curatorial staff in documentation of loan requests for rare books, art, artifacts, archives, maps and musical scores; ensures requests adheres to departmental policies and practices; maintains records of such transactions; coordinates transportation, insurance and reports on condition of items sent and received; examines shipments of loan items and completes condition reports of both outgoing and incoming loans; reviews shipping manifest to confirm correct insured values of items; assess insurance value for items;

Participates in exhibition implementation; provides support for preparing grant applications; provides documentation for the Special Collections Committee and other meetings as directed; prepares reports indicating value of exhibition objects housed within the Special Collections Division.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

 •                   professional and accredited museum collection management principles, issues and practices

•                     library and research techniques in relation to the identification and cataloging of museum objects or historical documents

•           American history with particular emphasis on the local history of Philadelphia.

•       standard museum practices, procedures, methods and techniques

·         safety measures and procedures for handling the conservation of materials.

•  .

 SKILL IN:

 •                   organizing, classifying, indexing, and maintaining catalogs and records.

·         Coordinating multiple projects to meet deadlines

ABILITY TO:

 •                   apply the methods and techniques used in cataloging museum objects or historical documents.

•                     develop in-depth knowledge of the scope, condition and organization of the library collection or archival collection depending on the area of assignment.

•                     use research material and literature sources in the identification and description of museum or historical objects.

•                     communicate effectively orally and in writing.

•                     maintain records and prepare reports.

•                     establish and maintain effective working relationships with staff, management, consultants, committee members, trustees, donors and volunteers.

 MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests.  Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on XX/25).

 EDUCATION

            Completion of a bachelor's degree program at an accredited college or university with major course work in the social sciences, history, museum studies, fine or applied arts, or a related field. 

AND

EXPERIENCE:

           Three years of experience in maintaining historic collections, museum curatorial or museum registration work.

OR

Three years of experience performing conservation treatments on circulating special collections materials as a Library Conservation Technician.

OR

           Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources which has included any bachelor’s degree.

PHYSICAL AND MEDICAL REQUIREMENTS

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

 

Class Established:

CSC – 9/15

Ad. Board – 10/15

Spec Revision:

CSC – 7/18

Ad. Board – 8/18

Latest Spec Revision: CSC – 09/25; Ad. Board – 10/25

 

EM