The purpose of this position is to provide specific clerical support that contributes to the effectiveness, efficiency, and orderliness of the Montgomery County Archives and to aid in support of other county departments, the general public, and various historical and genealogical researchers.

JOB QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Familiarity with basic genealogical research methods.

• Excellent organizational skills, including the ability to keep track of highly sensitive materials.

• Proficiency and accuracy with Microsoft Office, including basic use of Access, Excel, and Word.

• Basic knowledge of archival techniques, practices and cataloging.

• Basic knowledge of preservation, conservation, and cleaning procedures for records and documents.

• Basic knowledge of county government’s organizational structure and records keeping systems.

• Multi-tasking skills including the ability to quickly switch between different tasks and responsibilities.

• Work independently without direct supervision.

• Ability to record and deliver information to the public, county employees, and Archives patrons; to explain procedures and policies; and to follow verbal and written instructions, guidelines, and objectives.

• Ability to communicate with people (i.e. staff, supervisors, general public, elected officials) with poise, voice control, and confidence using correct English in a well-modulated voice.

• Ability to learn and understand basic principles and techniques; acquire knowledge of topics related to the Archives.

• Ability to be adaptable to performing with minimal stress when confronted with an emergency.

• Administrative policies and procedures of the County.

• Pertinent Federal, State, and local laws, codes, and regulations.

• Current office practices and procedures.

• Computer software consistent for this position.

Skill in:

• Analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.

• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

• Applying judgment and discretion in resolving problems and interpreting policies and regulations.

Ability to:

• Perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.

• Establish and maintain accurate records of assigned activities and operations.

• Interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.

• Perform mathematical calculations required of this position.

• Communicate clearly and concisely, both orally and in writing.

• Establish and maintain accurate records of assigned activities and operations.

• Analyze facts and to exercise sound judgment in arriving at conclusions.

• Establish and maintain effective working relationships with those contacted in the course of work.

• Maintain confidentiality and discretion regarding business-related files, reports, and conversations, within State and Federal statutes.

• Work the allocated hours of the position.

WORK ENVIRONMENT:

Work is performed in a typical indoor office setting; and is mostly sedentary with periods of mobility and light physical activity. The noise level in the work environment is usually moderate. Level of responsibility subjects the incumbent to moderate stress due to interruptions.

PHYSICAL AND MENTAL REQUIREMENTS/ACTIVITIES:

• This work requires the occasional exertion of up to 40 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms.

• Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus. Will spend a large amount of time viewing a computer screen. Vocal communication and normal hearing are required for expressing or exchanging ideas by means of the spoken word.

• Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.

• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.

• Work is primarily in an office setting.
• Use and normal maintenance of office machines, (copier, computer, printer, etc.).

• Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.

• Ability to recognize occupational hazards in work activities and take safety precautions.

• Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities.

The intent of this position description is to provide a representative summary of duties and responsibilities that will be required of positions given this title and is not a declaration of the specific duties and responsibilities of any particular position. Employees may also be assigned job-related tasks other than those specifically presented in this description.

Montgomery County is an Equal Opportunity Employer and complies with the requirements of the Civil Rights Act of 1966 (Section 1981) and 1964 (Title VI, VII,) Americans with Disabilities Act (ADA), Rehabilitation Act of 1973, Age Discrimination in Employment Act (ADEA), Equal Pay Act (EPA) and the Uniformed Services Employment and Re-employment Rights Act (USERRA).

Department: Archives

Pay Grade: 65, Non-Exempt

Starting hourly rate: $20.13

Minimum Experience:

One to three years of college or equivalent experience in archives and/or records preferred, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities

Minimum Education: High school diploma or equivalent; college degree preferred.

Certifications, Licenses:

• Must have dependable transportation.

• A pre-employment criminal background check is required.

The purpose of this position is to provide specific clerical support that contributes to the effectiveness, efficiency, and orderliness of the Montgomery County Archives and to aid in support of other county departments, the general public, and various historical and genealogical researchers.

GENERAL POSITION DUTIES AND RESPONSIBILITIES:

The following duties are normal for this position. However, they are not to be construed as exclusive or all– inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Process incoming archival (permanent value) records for county departments.

• Works independently on processing special collections, including paper documents, photographs, bound records.

• Cleans and prepares archival materials using accepted preservation and conservation methods.

• Scans photographs, negatives, slides, maps, and other documents.

• Creates metadata for search purposes.

• Conducts research on topics relating to archives collections.

• Updates catalogs and databases pertaining to archives records and storage.

• Utilizes and updates, as required, databases to organize and display data relating to Montgomery County history, such as military information, vital statistics, and court records.

• Researches and generates content for archives social media accounts.

• Plans, researches, creates, and installs archival exhibits.

• Assists in inventories of records and special collections.

• Prepares correspondence, reports, files, logs, and other documents regarding archives and special collections.

• Possesses oral, written, and interpersonal communication skills and analytical ability.

• As needed, greets patron, assists, and directs patrons according to Archives Guildlines.

• As needed, answers the phone, provides information, takes and relays messages and/or directs calls to appropriate personnel.

• Performs other duties as required.

FISCAL RESPONSIBILITIES

This position has no fiscal responsibilities.

COUNTY ORGANIZATION DUTIES AND RESPONSIBILITIES:

• Represents the Department and County to other County staff and members of the public.

• Provides quality customer service to individuals needing directions or assistance.

• Demonstrates the organization’s Core Values and adherence to the Ethics policy.

SUPERVISORY RELATIONSHIPS:

Works under general supervision on some office assignments but works independently performing recurring duties in accordance with established procedures. This position has no supervisory responsibilities.