Description
DEPARTMENT: Archival Center SUPERVISED BY: Executive Director of Archival Center EMPLOYMENT STATUS: Non-Exempt SALARY GRADE: N23
POSITION SUMMARY:
This position is responsible for coordinating records at the Archdiocese of Los Angeles Archival Center. This includes protecting institutional information resources throughout their life cycle, identifying vital records, implementing strategies for preserving information and records of long-term value, complying with state and federal laws and regulations, and the laws and policies of the Catholic Church and Archdiocese of Los Angeles. The Coordinator is responsible for the filing, retrieval and management of records, documents and digital and analog records management systems used and developed for materials maintained at the Archival Center. The Coordinator ensures that the Archival Center can collect, retrieve and share information and records in various formats including materials from the Archdiocesan Catholic Center, schools, parishes and other locations in the Archdiocese which rely on the Archival Center for record storage, retention and retrieval. This position is also responsible for other office duties such as sorting and/or organizing quantities of paperwork, maintaining an electronic database of files at the Archival Center and assisting with special projects, as needed. This position requires a diligent team player with prior experience doing similar work. The Coordinator will need to be reliable, organized and extremely discreet since the position involves the organization and handling of private, sensitive, and confidential documents and files. The position requires full-time active personal presence at the Archival Center.
ESSENTIAL FUNCTIONS:
Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.
- Facilitate the day-to-day operations involving the collection, transmission, assembly, oversight, and coordination of archival files in digital and analog
- Oversee and maintain archival database and work with staff of the Archdiocesan Catholic Center and the Archival Center in enhancing and developing a coordinated data base and document filing system.
- Coordinate efforts in the Archival Center to implement the records management
- Train and collaborate with other staff in effective management of records maintenance systems to assure compliance with records management and retention policies of the Archdiocese.
- Update, manage, maintain, and coordinate a comprehensive filing system to ensure records are accurately documented and
- Undertake record organization, including for production in litigation and administrative proceedings and for other special
- Troubleshoot to identify potential problems, make recommendations, and participate in the development of better processes for storage, maintenance and searchability of documents and files.
- Maintain ongoing communication among staff of the Archival Center and other staff of the Archdiocese and at schools, parishes, and other locations of the Archdiocese regarding maintenance, creation, revision, review and retrieval of documents and
- Perform photocopying, scanning for special projects, mailings and distributions.
- Other related duties and assignments as requested.
Requirements
MINIMUM QUALIFICATIONS
Education and Experience
Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:
- Active member of a Roman Catholic faith
- BA degree preferred or AA degree or equivalent
- Possess a minimum of 2 years of experience in a professional office environment working in file records and document oversight and
- Experience performing high volume scanning, data entry and both document and e- filing.
- Excellent communication (verbal and written) and organizational
- Experience dealing with and maintaining confidential
- Proficient in using computer, technology and data management tools and systems.
Knowledge, Skills, and Abilities
- Ability to design and implement processes.
- Ability to facilitate and improve processes for records organization and retention.
- Attentiveness to detail with exceptional accuracy.
- Ability to learn and adapt skills quickly.
- Ability to manage multiple tasks.
- Ability to work with minimal supervision and as an active team member.
- Fluency in English/Spanish
Physical Environment
- Ability to lift up to 30 lbs. on a consistent basis.
- Ability to sit for sustained periods of time daily, stand, walk, bend, crouch, reach above and below shoulder level, push, pull, grasp, or twist on an intermittent
- Utilization of keyboard, phone equipment and other office equipment
- Exposure to office environment level of noise, temperature and lighting
- Position anticipates full-time presence at the Archival Center and, as appropriate, presence at the Archdiocese Catholic Center and at other parishes, schools, and locations of the Archdiocese.
Interested candidates should send their completed resume to Todd M. Tamberg, Executive Director of Archives at ttamberg@la-archdiocese.org
Wage Range
The rate of pay offered to the selected candidate is based on internal pay policy and budget. New hires are commonly paid at the minimum of the wage range or within the lower part of the range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training and other department needs.
Information/Application Contact
Archdiocese of Los Angeles Archival Center (Los Angeles)
3424 Wilshire Blvd.
Los Angeles, CA 90010
ttamberg@la-archdiocese.org