Diocesan Archivist/Human Resource Assistant

Certifiedarchivists; Tallahassee (FL); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Health benefits

Retirement programs

Job summary

A religious organization is hiring a Diocesan Archivist/Human Resource Assistant in Tallahassee, FL. This position involves managing church archives, preserving documents of historical significance, and performing HR administrative duties. Candidates should have a Master's degree in Archival Administration or related field and at least five years of relevant experience. Strong skills in archival practices, organizational abilities, and confidentiality are essential for maintaining accurate records and supporting various diocesan activities.

Qualifications

• Master's degree and 3-7 years experience working in an archival repository.
• Five or more years of experience with archival collections or related field.
• Valid Florida driver's license and background screening required.

Responsibilities

• Manage, preserve, and organize archival collections.
• Create user-friendly electronic catalogs for records.
• Provide research services for individuals seeking archival information.

Skills

Archival management

Record-keeping

Interpersonal skills

Confidentiality

Organizational skills

Education

Master’s Degree in Archival Administration

Master of Library Science (Archival concentration)

Master’s Degree in History

Tools

Microsoft Office

Electronic document management software

Document imaging software

Job description

DIOCESE OF PENSACOLA-TALLAHASSEE

JOB DECRIPTION

JOB TITLE: Diocesan Archivist/Human Resource Assistant

DEPARTMENT: Chancellor/Human Resource

DATE: 09/2025

FLSA STATUS: Exempt

JOB SUMMARY

The position of archivist is an office in the Church, and as such it carries responsibilities and duties affecting the Curia of the Diocese. The archivist assists the administrators of the diocese by managing the archives, over which the Bishop has ultimate oversight. The archivist is the person who collects, organizes, and preserves the patrimony of the archdiocese, including the acta of each department, under the direction of the Chancellor.

The archivist’s principal duty is to keep in good order and carefully preserve documents and artifacts of importance relating to the history and state of the diocese (cf., cc. 486 and 491). This includes data on the people of the diocese, living and deceased, and particularly those who have ministered in it and who have been employed by it. Additionally, the archive will house all documentation on the parish foundations and institutes of this particular church. This patrimony may include objects of all kinds as well as written and verbal works—including, but not limited to, letters, account books, ledgers, electronic mail, official decrees, annals and other chronicles, audio/visual material, photographs (digital and print), art and other creative media and other items related to Catholic life. In the archives, the archivist also purchases, collects and maintains books for a research library and purchases necessary equipment affecting the functioning of the archives.

The Human Resource Assistant performs a wide range of administrative duties for the Human Resource Department to facilitate the efficient operation of each Diocesan site with regard to employee hiring/termination processes, employee policies and employee benefits.

RESPONSIBILITIES

• Identifies, collects, arranges, describes and preserves (or oversees preservation of) records in the archives.
• Produces, creates/procures a user-friendly electronic catalog that uses broad search techniques.
• Produces/creates/procures an electronic image collection system ensuring preservation and accessibility of the collection (i.e. scanning, digital photographs, etc.)
• Provides access to the collection for diocesan offices, parishes and qualified scholars.
• Performs outreach to other local archives and libraries to increase awareness of the diocesan collection.
• Creates a uniform acquisition policy.
• Answers general questions from the public about diocesan history.
• Collect, organize and preserve the documents and items as described above, in accordance with prevailing best practices of preservation and retention for diocesan archives.
• The archivist will cooperate with the Diocesan Curia when called upon to provide information and advice.
• Set and implement policies for accessing and accessioning material from the people and institutions of the diocese.
• Set and implement policies for accessing and de-accessioning types of material found in the diocesan archives.
• Set and implement policies for record retention and management in conjunction with diocesan departmental offices and parishes.
• Prepare an annual budget and work in concert with the Finance Department to facilitate payment of expenses related to the archives and its work.
• Purchase, collect, and maintain books or databases for the archives.
• Set and implement policies for an archival preservation program, including priorities for digitization, cataloging methods, publicity, and display.
• Develop a collection and retention plan with guidelines for current digital collections and future born-digital materials across the diocese.
• Provide research services for individuals (including representatives of the Provincial government) seeking information found in the archives, and render assistance to on-site patrons.
• Contract with vendors the support of archival projects, as necessary.
• Retrieve for vetting, cataloging, and preservation in the archives books and papers of any deceased diocesan priest or bishop or works by or about them.
• Assist on or coordinate with parishes and other diocesan offices special projects of historical significance.
• Participate in annual conferences and maintain membership in such other professional societies as the archivist may determine useful.
• Stay current on new developments in archival science and Church history.
• Contribute to the history of the archdiocese and the field of church history through research and publication.
• Contribute to the field of archival science through conference presentations and publication as well as attendance at relevant conferences.
• Appraise, accession, catalog and retrieve archival materials.
• In coordination with the Chancellor and program directors, create and supervise a retention schedule for records and communications.
• Assist in research involved in programs and projects by staff members and general public.
• Maintain exhibits of historical materials in display cases.
• Other responsibilities as assigned by the Bishop, Vicar General or Chancellor.
• Assist employees or volunteers with any inquiries to the Human Resource Department or directing calls, emails or individuals to appropriate Department.
• Assists with providing guidance and assistance to schools, parishes, and employees in matters related to employee benefits and retirement programs.
• Assist, as needed, with processing payroll for all Diocesan sites.
• Assist with new hires, terminations and other HR related changes, to include input into HRIS and payroll system(s).
• Assure discreet handling of all business.
• Assist with record retention and shredding.
• Handle sensitive information in a confidential manner.

SUPERVISION

SUPERVISED BY: The Chancellor as the Diocesan Archivist and HR Director as HR Assistant.

SUPERVISES: N/A

JOB SPECIFICATIONS

EDUCATION

Master’s Degree in Archival Administration, Master of Library Science with a concentration in Archival Administration, or Master’s Degree in History with experience working in an archival repository and three to seven years’ experience working in an archival repository required. Certified Archivist and/or Certified Records Manager preferred.

EXPERIENCE

Five or more years of experience working with archival collections; records management theory and practice; or a related field with an emphasis in museum studies, history, anthropology, or art history. Experience working in a religious environment is preferred.

LICENSES, CERTIFICATIONS AND/OR REGISTRATION

Valid Florida driver’s license. Must pass background screening, motor vehicle report and credit check.

EQUIPMENT/TOOLS/WORK-AIDS

Computer, typewriter, calculator, photocopier, facsimile machines and multi-line phone system. Strong proficiency in Microsoft Applications. Computer literacy, working knowledge of Microsoft Office application software, familiarity with electronic document management software and its applications, knowledge of document and photograph imaging software.

SPECIALIZED KNOWLEDGE & SKILLS

Knowledge and experience relating to the administration of temporal goods and archives. Solid academic understanding in theology and Roman Catholic traditions. Knowledge of collections management, specifically related to historic and artistic collections. Knowledge of local church history as well as a working knowledge of the Diocese of Pensacola-Tallahassee.

PERSONAL TRAITS, QUALITIES & APTITUDES

Strong interpersonal skills essential. Ability to exercise good judgment in handling difficult and/or sensitive situations, with ability to maintain confidentiality in all transactions. Ability to exercise good organizational and time management skills, ability to manage projects and multiple priorities. Archival and records management skills as defined by current professional practices and standards. Ability to communicate effectively both written and oral, including the ability to draft policies, budgets, reports and forms. Must be a team player. Must possess excellent analytical skills; Strong knowledge of accounting principles and practices; Must be self motivated and have the ability to prioritize; Excellent interpersonal communication skills; Ability to present oneself professionally; Excellent record-keeping skills; Ability to work toward and meet project deadlines; Good facilitation skills with ability to conduct presentations and/or meetings; Ability to maintain confidentiality; Ability to adapt to changes in routine or schedule. Process materials in a timely manner; Accountable for accurate and timely cataloging; Accountable for all materials and documentation received in the department; Adhere to deadlines for and requests for information related to catalogued materials.

WORK CONDITIONS

Inside environment, protected from weather, but not necessarily from temperature changes.

PHYSICAL DEMANDS/TRAITS

Requires prolonged standing, walking and/or sitting. Requires physical exertion to manually, move, lift, carry, pull or push objects or materials up to 35 pounds. May require occasional stooping, bending and reaching. Will work in a setting, which is humidity controlled. May be exposed to materials which may contain dust.