This is archival work of limited scope and difficulty identifying, classifying, and cataloging records and documents for retention in a municipal archive.  Employees work independently on less complex assignments and participate with a higher level archivist on more complex assignments.  Assignments expand in scope and complexity as employees gain experience in the work.  Work is performed under the direction of the City Archivist. 


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


1.         Employees in this class must perform archival work of limited scope and difficulty, identifying, classifying, and cataloging municipal records and documents for retention in a municipal archive.

2.         Employees in this class must assist the general public and researchers to access and understand archival information.

3.         Employees in this class must perform the work in the Records Department.




            Reviews and analyzes terminal records submitted by extant and past city agencies and public bodies; determines origin of all records and documents by searching out organization, function and history of the generating agencies; 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 relationship of records to them.

            Examines records for uniqueness and informative value; compares records from one generating body to another to determine overlap of information contained; retains records meeting present and anticipated demands from the public and scholars; prepares catalog entries describing records series contents; sorts, collates, indexes, and shelves records in the most advantageous manner; prepares shelf lists and cross index files; maintains record files and electronic files as required.

            Writes articles and reviews describing special collections; compiles bibliographies of source materials in area repositories; answers written requests for information.

            Performs public service work assisting Archives patrons; assists individuals by describing information held and its application to their research.

            Performs related work as required.





•           archival standards, procedures and practices used in the classification of records, documents and papers

•           computer hardware and software relating to work assignment

•           the legal and administrative rules and regulations of records disposal and retention

•           the functions, organizations, and history of Philadelphia agencies and public bodies

•           historical bibliographic sources

•           the techniques of records preservation, duplication and restoration

•           principles of records management and record retention schedules




•           conduct research in the history, function and organization of record generating agencies

•           apply standard archival procedures and practices to the classification of records, documents and papers

•           utilize computer hardware and software relating to work assignment

•           express ideas effectively, both orally and in writing

•           establish and maintain effective working relationships with the public and departmental officials and associates


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 8/15.)




            Completion of a bachelor's degree program at an accredited college or university with major coursework in history, archival administration, library science, information science, or a related field.


PREFERRED MAJOR COURSEWORK: archival studies, urban history, public history





            One year of experience in a training capacity in an externship or internship program learning archival examination, research, and classification for a government, non-profit, academic, business or other private  archive.







            Any equivalent combination of acceptable education and experience determined to be acceptable by the Office of Human Resources.


NOTE:  Completion of a master's degree program from an accredited college or university in history, archival studies/administration, library science, information science, or a related field or post-Bachelor’s certification as an Archive Specialist may substitute for the experience required.




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

Class Established - 4/74

Spec. Revised

CSC - 11/97

Ad. Board - 12/97


Spec. Revised:

CSC - 12/99

Ad. Board - 12/99

Latest Spec. Revision:

CSC – 7/15

Ad. Board – 8/15