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Corporate Archives Assistant

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Our client in the financial services industry is looking for a Corporate Archives Assistant on a contract basis. The Corporate Archives Assistant performs a variety of tasks to support the processing, organization, and description of documents and audio/visual materials to prepare them for permanent retention and future access. The Corporate Archives program ensures that knowledge of the organization’s past experiences will continue over time and be available to inform the strategies and decisions that shape the future. 

Primary Responsibilities/Essential Functions: 

• Performs preliminary sorting to assess contents, differentiate versions, and rehouse in archival folders/boxes 

• Prepares boxes and folders for filing, including labeling 

• Identifies key metadata values and enters into a Microsoft Excel spreadsheet 

• Completes basic collection description templates in Microsoft Word and/or digital asset management system 

• Performs accurate refiling into original folders/boxes 

• Re-shelves sets of boxes into new arrangements 

• Performs current print publication intake, filing, and metadata entry 

• Performs basic document retrieval from archival storage boxes 

• Scans documents according to predefined specifications, including OCR and creation of Adobe Acrobat PDFs 

• Provides support for the A/V tape digitization project with an external Supplier (ex: prepares sets of tapes for shipping, confirms sent items in inventories, etc.) 

• Performs additional tasks as assigned 


• Working knowledge of archival or library processes and procedures and ability to apply it to work assignments 

• Understands and follows written and oral instruction and workflow guidelines 

• Neat, legible handwriting 

• Performs detailed work with a high degree of accuracy 

• Works independently within a framework of assigned tasks 

• Ability to adapt and an openness to learn 

• Ability to lift boxes up to 25-40 pounds 

• Ability to sit for long periods of time 

• Demonstrates sound judgment in resolving routine matters 

• Demonstrates sound judgment when applying business and procedural knowledge and resolving matters of moderate complexity; demonstrates strong analytical, problem-solving, and troubleshooting skills 

• Demonstrates the ability to identify, assess, respond to, and escalate risks or potential risks encountered through day-to-day activities 

• Demonstrates the ability to communicate clearly and effectively; comfortable with asking questions; strong written and verbal communication skills; strong grammar and syntax skills 

• Demonstrates the ability to understand and follow written and oral instruction 

• Demonstrates strong detail orientation, accuracy, process orientation, organizational, and multi-tasking skills; ability to meet established deadlines 

• Demonstrates strong interpersonal skills and the ability to work effectively in a team environment 

• Demonstrates high service orientation, integrity, and ownership of work 

• Strong computer skills are highly desirable; requires a working knowledge of Microsoft Office (Word, Excel) and Adobe Acrobat. 

A Successful Candidate: 

• Prefer MLIS student or previous experience in archives, libraries, or records management 

• Masters of Library and Information Science is highly desired; specialization in Archives is highly desired 

• Will consider 2-5 years of demonstrated experience in lieu of a degree

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