CITY CLERK ARCHIVIST

About the role

The Archivist provides complex, specialized professional, administrative, and technical guidance to safeguard permanent records and historically valuable documents, while ensuring operational practices comply with state and local laws and policies. This position reports to the City Clerk with general supervision, allowing considerable independence for exercising judgment and initiative.

Responsibilities

• Manages the organization, preservation, and protection of city-wide records in accordance with state and city regulations.
• Develops organizational policies, standards, and processes that reflect best practices for records management.
• Creates and documents standard operating procedures (SOPs) and develops knowledge base content for city-wide users.
• Oversees the indexing of paper and electronic records into the electronic content management system.
• Manages the city's records management, retrieval, retention, and destruction processes.
• Creates, manages, and assists departments with records retention and disposition schedules, document types, taxonomy, and keyword metadata in the records management system.
• Ensures proper inventory control of archived records.
• Develops and conducts training for education and outreach on all aspects of city-wide records management.
• Affords assistance to the public and City staff in identifying records and information relevant to public records requests.
• Ensures timely responses to all requests, justifies any nondisclosure, and provides deletions for portions exempt under the Public Records Act.
• Works to preserve and catalog historical collections and records.
• Develops and updates essential policies, plans, procedures, and guides for collection care, processing, emergency planning, and public access.
• Maintains monitoring and assessment of space and environmental needs, and plans for future growth and storage requirements.
• Serves as a technical expert on paper and electronic records management issues to ensure city-wide compliance.

Requirements

• High school diploma or General Education Degree (GED): Required.
• Associate's or Bachelor's degree in Public Administration, History, Archival Studies, or a closely related field: Preferred.
• Three (3) or more years of progressively responsible experience in records management, preferably in a lead or supervisory role, or an equivalent combination of education, training, and experience that demonstrates the required knowledge, skills, and abilities.
• Three (3) or more years of experience in city government records management: Preferred.

Qualifications

• Fluent in English, with strong written communication skills to produce clear, well-organized documents using proper sentence structure, vocabulary, punctuation, spelling, and grammar.
• Thorough knowledge of municipal government functions, procedures, and the City Clerk's Office operations: Preferred.
• Expertise in state and federal laws governing public records, including the Idaho Public Records Act, retention schedules, FOIA equivalents, and exemptions for confidential information: Required.
• Proficiency in electronic records management systems and software, including metadata standards, digitization processes, and data migration: Required.
• Strong knowledge of historical research methods, cataloging techniques, and preservation strategies for both physical and digital materials, including environmental controls and disaster recovery planning: Preferred.
• Ability to collaborate with diverse stakeholders, including city departments, legal teams, and the public, while maintaining confidentiality and ethical standards: Required.

Skills

• Excellent written and verbal communication skills.
• Strong organizational and project management skills.
• Knowledge of state and federal laws regarding public records.
• Proficiency in electronic records management systems.
• Experience with historical research and preservation techniques.

Benefits

• Medical
• Dental
• Vision
• PERSI Retirement Plan, with 11.96% employer contribution
• 401(k) & 457 Retirement Plans
• 11 Paid Holidays
• Paid Time Off (at least 4 weeks per year)
• Life Insurance with AD&D
• Short-Term Disability
• Long-Term Disability
• Flexible Spending Account
• Employer-Funded HRA
• VEBA Health Savings
• Wellness Program & Rewards
• Opportunity for student Public Service Loan Forgiveness
• Harward Recreation Center Discounts
• Other Great Benefits!

Pay

DOE

Schedule

Generally, Monday through Friday, working hours between 8:00 am and 5:00 pm