Responsible for the management of the Diocesan archives in accordance with the Code of Canon Law of the Roman Catholic Church, and under the supervision of the Bishop of the Diocese. The archivist is expected to become familiar with the nature and purpose of ecclesiastical records as understood in the law of the Church.
Primary Duties and Responsibilities:
• Maintains all sacramental records for merged or closed parishes and schools of the diocese.
• Develop and maintain a Diocesan Document Retention Policy.
• Implements a Diocesan Archival Policy with regard to parishes, assist parishes in archival management and assist in periodic training sessions for the managing of parish archives.
• Appraises and edits permanent records and historically valuable documents, participates in research activities based on archival materials, and directs safekeeping of archival documents and materials:
• Catalogs and prepares for the safekeeping of valuable materials and directs disposition of worthless materials.
• Prepares document descriptions and reference aids for use of archives, such as accession lists, indexes, guides, bibliographies, abstracts, and microfilmed copies of documents.
• Directs filing and cross indexing of selected documents in alphabetical and chronological order.
• Makes the archives accessible to a wide range of users.
• Works with diocesan departments and offices to ensure that historical files and records (defined by specific criteria) are sent to the archives in a systematic manner.
• Maintain the established management system for the Diocesan Archives.
• Train and supervise the part-time Archival Staff.
• Oversee the purchase of materials needed for the efficient management of an archive.
• Provide records management training to office staff and volunteers where necessary and advise on the proper classification of active records.
• Ensure archival policies conform with personal information protection legislation.
• Maintain a sacramental records catalog for all baptisms preformed in the diocese including active and closed parishes.
• Research genealogy requests for the public.
• Respond to inquiries for sacramental records and assist parishes in research of historical matters.
• Develops outreach programs.
• Administers Diocesan Flicker page.
Skills and Competencies:
• Evidence of the practice of a high level of confidentiality.
• Demonstrated ability to work independently with minimum supervision.
• Knowledge and understanding of archival software.
• Understand the philosophy and ethos of the Catholic Church.
• Critical Evaluation.
• Demonstrated competence in information management as well as archival and record management.
• Through understanding of privacy legislation and practices.
Education and Experience:
• Master's Degree in Archival Science, Library Science, or History.
• Experience in archives, historical research, records management , or library services
• Preference is for a Certified Archivist (CA) or Certified Records Manager (CRM).
• Must understand, support and embrace the mission of The Diocese of Steubenville.
• Willingness to travel throughout the 13 county area.
• May require occasional evening and weekend hours.
• Must exhibit a professional, respectful and courteous disposition when interacting with internal and external customers.
Work Place Factors:
While performing the duties of this position, the employee is frequently required to sit, stand, communicate, reach and manipulate objects, tools or controls. The position requires mobility. Minimum physical exertion. Duties involve moving materials weighing up to 5 pounds on a regular basis and may infrequently require moving materials weighing up to 25 pounds. Manual dexterity and coordination are required less than 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment. Usual office working conditions. The noise level in the work area is typical of most office environments.
Reports to: Chancellor
FLSA Status: Full-time (Exempt)
Hours: 9:00 am - 4:00 pm some evenings & weekends
This is not intended to be an all-inclusive list. Additional duties, expectations and responsibilities may be added or changed as needed to meet the Diocese's growing needs.