Diocese of Birmingham in Alabama

DIOCESE OF BIRMINGHAM IN ALABAMA Chancery 
Position Title Archivist 
Office Archives 
Immediate Supervisor Chancellor 
Position Status Exempt, Full-time Regular, Benefits Eligible 
(Regular) Work Schedule Monday – Friday, 8:30 a.m. – 4:30 p.m
Position Summary: 
The Archivist is tasked with preserving and protecting the records of the diocese as well as analyzing and facilitating all records management functions and needs.  The person in this position is called to provide a Christian, compassionate, and professional personality in all aspects of day-to-day operations, with complete confidentiality, and must be a team player who will share and participate in the vision and goals of the Bishop and of the diocese.
Essential Functions: 
• Oversee the collection, appraisal, organization, and preservation of records with ecclesiastical, administrative, legal, fiscal and/or historical value 
• Manage and protect the holdings of the Archives, including diocesan artifacts and One Voice 
• Collaborate to establish and enforce policies and procedures for the use of and access to archival holdings 
• Manage the arrangement and description of archival collections and the preparation of finding aids according to archival standards  
• Code and prepare for retrieval and filing all materials sent to be archived 
• Institute and manage the diocesan records management & retention program, in accordance with current civil, canon, and other particular laws 
• Prepare educational programs for parish personnel on parish archives and records management practices and procedures, including proper sacramental record keeping 
• Lead on-site parish records consultation and organization meetings 
• Provide leadership, assistance, and direction to parish historians 
• Manage the diocesan sacramental microfilming or digitizing project 
• Assist diocesan departments, offices, and agencies with records management guidelines and policies; provide direction to offices upon closure and transferring of files to appropriate offices and/or Archives 
• Collaborating in the establishment of a protocol system for Curial documents 
• Develop policies and procedures for closing/merging parish and school records; Oversee the transfer of closed/merged parish/school records into the Archives 
• Create/maintain index database for student records from closed diocesan schools and provide access to requested documentation to appropriate persons and institutions 
Additional Duties and Responsibilities: 
• Exercises responsibility for protecting and preserving priceless and irreplaceable archival documents and museum artifacts 
• Conduct and/or oversee various research projects 
• On occasion, manage summer seminarian Archives work program in conjunction with the Office of Vocations
• Develop and create historical exhibits for various events and meetings 
• Collaborate in the creation of historical outreach content via social media and the diocesan website  
• Prepare and monitor office budget 
• Order office and archival supplies as necessary 
Required Knowledge, Skills, and Abilities: 
• Must possess a basic knowledge of archival and record management theory, principles, and methods 
• Must possess the ability to manage, arrange and describe, and preserve archival collections 
• Must have the ability to maintain computer-based programs pertaining to archival database files 
• Must possess a sound working knowledge of the local and universal Catholic Church, and be knowledgeable of the various accessible resources available to respond accurately to various questions relating to the Church and diocese 
• Must possess good oral and written communication skills  
• A high degree of confidentiality 
• Undergraduate or advanced degree in Archival Administration, Library Science (with concentration in Archival Management), or closely related field.  Minimum of two years’ experience in an archival or library setting.  Basic understanding of historical research methods and records management. 
• Certified Archivist (ACA) or Certified Records Manager (CRM) preferred 
• Possesses exemplary computer skills and technical knowledge (savvy); demonstrated proficiency in the use of Microsoft Office Suite software applications 
• Exceptional organizational skills 
• Meticulous attention to detail, accuracy, and efficient time management 
• Self-starter, highly motivated, strong work ethic, takes initiative, hands-on, works effectively with limited administrative support; the ability to see all tasks and/or projects to completion 
• Timely and thorough; in performing all assigned tasks and responsibilities 
• Must possess the ability to communicate clearly, and the ability to interact with the many different persons who will be in contact with the position, including but not limited to clergy, religious, chancery personnel, parishioners, researchers, etc. 
• Proficient typing and the ability to compose and write in proper format, punctuation, spelling, and grammar 
• Maintains up-to-date personal certification for Diocesan Safe Environment program
Job Conditions / Physical Demands:   
(The following are representative of the physical capabilities that must be met by an employee and the working conditions that any employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.) 
• Ability to push, pull, lift, and carry items up to 30 pounds 
• While performing the duties of this job, employee is required to sit, stand, stoop, walk, talk, hear, reach, and perform repetitive motions of the fingers, hands, wrists, walk up stairs, and stand on stools/ladders 
• Work is performed in an office/warehouse setting 
• Possible exposure to dust and other allergens associated with archival records and museum materials 
• Employee is required to do extensive close computer work 
• May be called upon occasionally to work beyond the regular work schedule
The above statements are intended to describe the general nature and level of work required of this position. This is not meant to be an exhaustive list of all responsibilities, duties, and skills required.  Persons with disabilities may receive reasonable accommodations for performing the essential duties.  Duties and responsibilities are subject to change as the needs and requirements of the office change, as determined by the Immediate Supervisor, in consultation with the Director of Human Resources.
https://bhmdiocese.org/documents/2023/1/Archivist.pdf