The Recorder/County Clerk department is an active, dynamic and high-energy environment with daily production targets, evolving goals and deadlines, and an emphasis on customer service. The County Archives is aligned with this mission and the Processing Archivist will work within this framework.
The job classification for this position is County Records Manager and the working title is Processing Archivist. This position reports to the County Archivist. The Processing Archivist will manage and coordinate the processing and cataloging activities related to the collection holdings at the County Archives. The County Archives is responsible for managing the long-term storage and preservation of and access to Official Records recorded at the Recorder/County Clerk department. As of June 2021, holdings include an estimated 65,781 recorded maps / 152,191 sheets of maps, 250 cubic ft. of historic birth, death, and marriage records, 600 cubic ft. of official records, and 47,819 rolls of microfilm.
Duties performed by the incumbent of this position will include the following:
Evaluating newly accessioned records and backlog, setting priorities for processing, and recommending preservation actions;
Writing processing plans for collections that identify the processing depth and order in which materials are to be processed;
Creating Encoded Archival Description (EAD) finding aids that comply with Describing Archives: A Content Standard (DACS);
Ensuring accession and resource records are updated to reflect accruals and revisions;
Performing and coordinating data entry into the archival collections management system;
Arranging and describing archival materials in adherence to DACS, Resources Description and Access (RDA), Library of Congress Subject Headings (LCSH) and other archival standards;
Managing and coordinating research requests;
Submitting regular reports on processing and other projects as assigned;
Training and supervising staff;
Monitoring the environmental and physical security of the collections and archives spaces;
Contributing to the mission of the Recorder/County Clerk department by participating in the development and evaluation of policies and services, assessing user needs, serving on appropriate groups and committees; and maintaining an awareness of changes in associated sections/departments that impact the work being done in the Archives;
Acting upon the changes in and needs of the department by assuming similar duties and responsibilities;
Maintaining a high level of expertise through continuing education programs and participation in relevant professional organizations;
Participating in archives and departmental planning
3 years experience in archival processing and project management, strong organizational, planning and problem-solving skills, and the ability to think strategically about the description and management of the collections.
Progressively responsible experience with the archival processing of physical and digital collections;
Working knowledge of archival theory, practice, national standards, and best practices that inform arrangement, description and processing activities;
Firm understanding of DACS, EAD, XML, MARC and other technologies that support the description of and access to archival materials;
Evidence of effective project planning, implementation and completion;
Demonstrated experience with the use and management of archival collections management systems and Microsoft Office applications;
Strong organizational, planning and problem-solving skills;
Demonstrated ability to work both independently and collaboratively with staff
Certification as a Records Manager (CRM) by the Institute of Certified Records Managers (ICRM); OR
A bachelor's degree from an accredited U. S. college or university or a certified foreign studies equivalency AND five (5) years of experience working in a large high volume government or other large entity records management operation, two (2) years of which must have been at the supervisory level, supervising staff and activities involved in the retention of records. This experience must include interpreting and implementing policies, procedures, standards and regulations related to government records management; OR,
Nine (9) years of experience equivalent to a Records Management Coordinator with the County of San Diego; OR,
A combination of related education and relevant experience as stated above.
About County of San Diego (Assessor/Recorder/County Clerk)
The primary mission of the San Diego County Archives is to serve as the central repository for the permanent retention of the official archival records of the Recorder/County Clerk’s office. To this end, the County Archives receives and accessions transfers of permanently valuable official records at the Recorder’s office to preserve, arrange and describe these records so that they are accessible to the public according to sound archives management principles and practices. In addition, the County Archives provides departmental records management services and serves as an information resource to facilitate research for both internal and external stakeholders.
The County Archives program has a dedicated 7,883 square ft. facility for consolidated storage of historic records with permanent retention. The facility is climate-controlled with set temperature and relative humidity levels to ensure the long-term integrity of archival holdings from the 1850s to present day, including approximately 65,781 recorded maps / 152,191 sheets of maps; 250 cubic ft. of historic birth, death and marriage records; and 47,819 rolls of microfilm.