Processing Archivist PA7039

Ring & DuChateau Consulting Engineers; Town of Maine (NY); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid time off

Job summary

Ring & DuChateau Consulting Engineers seeks a detail-oriented Processing Archivist to organize and preserve historical records, photographs, and digital files. You will evaluate collections, arrange and describe materials, and maintain accurate inventories in accordance with archival standards and policies.

Collaboration with researchers, records teams, and IT staff is essential to support efficient information retrieval, institutional memory, and long-term preservation.

Qualifications

• Bachelor's degree in a related field required.
• Experience with archival processing and records management preferred.
• Strong organizational detail and documentation accuracy.

Responsibilities

• Process archival collections per procedures and standards.
• Create inventories, finding aids, and catalog records.
• Preserve and classify physical and digital records.
• Manage digital records and metadata for searchability.
• Maintain archival databases and documentation workflows.
• Support researchers and stakeholders in accessing information.
• Ensure confidentiality and compliance with policies.

Skills

Organizational skills

Analytical thinking

Research skills

Documentation

Confidentiality

Education

Bachelor's degree in Library Science/Archival Studies/Information Management

Preferred MLIS or related advanced degree

Tools

Microsoft Office

Databases

Electronic document management systems

Job description

We are seeking a detail-oriented, organized, and analytical Processing Archivist to manage, organize, preserve, and provide access to historical records, documents, photographs, digital files, and other archival materials. The successful candidate will be responsible for evaluating archival collections, arranging and describing materials, maintaining accurate inventories, and ensuring that records are preserved according to established archival standards and organizational policies.

The Processing Archivist will collaborate with internal departments, researchers, records management teams, and other stakeholders to support efficient information retrieval, historical research, institutional memory, and long-term preservation. The ideal candidate possesses strong research, documentation, classification, and information management skills, along with a commitment to accuracy, confidentiality, and archival best practices.

Key Responsibilities

• Process Archival Collections: Review, organize, arrange, and describe archival collections in accordance with established procedures and archival standards.
• Inventory and Classification: Create and maintain inventories, collection registers, finding aids, indexes, and catalog records to support efficient retrieval.
• Preservation and Conservation: Identify materials requiring special handling and implement appropriate preservation procedures to minimize deterioration or loss.
• Digital Records Management: Organize, classify, digitize, and maintain electronic records, scanned documents, photographs, and other digital archival assets.
• Metadata and Documentation: Develop accurate descriptive metadata, collection summaries, and reference documentation to improve searchability and accessibility.
• Quality Control: Verify the completeness, accuracy, consistency, and proper labeling of archival materials and associated records.
• Research Support: Assist researchers, employees, and authorized stakeholders in locating and accessing relevant historical and administrative information.
• Confidentiality and Compliance: Follow records retention policies, privacy requirements, access restrictions, copyright rules, and applicable information governance standards.
• Database Maintenance: Update archival databases, electronic catalogues, document management systems, and tracking spreadsheets.
• Workflow Improvement: Identify opportunities to improve archival processing procedures, digitization workflows, storage practices, and retrieval efficiency.
• Reporting: Prepare processing reports, project updates, collection statistics, and documentation of completed archival work.
• Cross-Functional Collaboration: Work with records managers, IT personnel, librarians, historians, and departmental teams to support organizational information management goals.

Required Qualifications

• Bachelor's degree in Library Science, Archival Studies, History, Information Management, Records Management, or a related field.
• Previous experience in archival processing, document management, records administration, library services, or a related discipline is preferred.
• Strong organizational skills and exceptional attention to detail.
• Ability to classify, describe, index, and maintain physical and digital records accurately.
• Familiarity with archival standards, metadata practices, records retention procedures, and preservation principles.
• Proficiency with Microsoft Office applications, spreadsheets, databases, and electronic document management systems.
• Strong written communication, research, analytical, and problem-solving abilities.
• Ability to manage multiple assignments, meet deadlines, and maintain consistent documentation.
• Demonstrated commitment to confidentiality, data integrity, and responsible information handling.

Preferred Skills

• Master's degree in Library and Information Science (MLIS), Archival Studies, or a related field.
• Experience with archival management systems, digital repositories, cataloguing platforms, or content management systems.
• Knowledge of digitization equipment, optical character recognition (OCR), file-format preservation, and digital asset management.
• Familiarity with descriptive standards such as DACS, EAD, Dublin Core, or other relevant metadata frameworks.
• Experience handling historical documents, photographs, manuscripts, audiovisual records, or institutional archives.
• Understanding of digital preservation practices, access controls, and records lifecycle management.

Key Performance Indicators (KPIs)

Performance may be evaluated using the following measures:

• Accuracy and completeness of processed archival collections.
• Timeliness of collection processing and project completion.
• Quality and consistency of cataloguing, metadata, and finding aids.
• Compliance with preservation, confidentiality, and records management policies.
• Efficiency of document retrieval and archival database maintenance.
• Progress toward digitization and archival preservation targets.
• Quality of reporting and stakeholder support.

Compensation and Benefits

Compensation will be determined by the organization's budget, location, experience requirements, and the candidate's qualifications. Depending on employment eligibility and organizational policy, the position may include:

• Competitive salary.
• Health, dental, and vision insurance.
• Retirement savings plan.
• Paid time off and holidays.
• Professional development and continuing education opportunities.
• Remote-work or flexible scheduling options, where applicable.

Work Environment

The Processing Archivist may work with both physical and digital collections in an office, archive, library, records center, or digital information management environment. The role requires sustained attention to detail, careful handling of archival materials, accurate data entry, and adherence to established preservation and security procedures.

Equal Opportunity Statement: The organization is committed to providing equal employment opportunities to qualified applicants and employees in accordance with applicable laws.