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Archive Assistant (On-Site) – Excel – Must be able to lift up to 50lbs
Teamrecruiter.com Inc North York, Ontario
Contractuel
Temps plein
Aussitôt que possible
Description du poste
One of our government clients is looking for an Archive Assistant (On-Site) – Excel – Must be able to lift up to 50lbs
Length: 3 months contract with a possibility of extension
Location: North York – Toronto, ON (ON-SITE)
The Assistant Archivists will be asked to list, according to specific criteria and institutional standards, the contents of ca.2000 boxes of archival records. Listings will be completed using an Excel spreadsheet. Assistant Archivists will also be asked to create spacers, where require, to assist with the long-term preservation of the physical material and will be required to lift boxes weighing up to 50lbs.
PURPOSE OF THE POSITION
To provide assistance with the arrangement and description of archival records relating to the key activities and decisions of the Government of Ontario and the development of Ontario society. To maintain custody of, and make available for research, documentation with high evidential, informational and legal value. To provide reference services to client ministries, agencies, historians, genealogists, media, the legal community and the general public with a focus on the reading room clients. To undertake outreach activities with client groups/organizations to promote public awareness of the Archives.
DUTIES AND RESPONSIBILITIES
To support the Archives mandate to meet business and customer service needs, employees are required to work on a rotational assigned basis, between two units responsible for either the processing of archival materials or the provision of reference and customer services for access to archival materials.
In this context, the position:
Processing of Archival Materials:
1. 1.Assists in the management of Ontario government recorded information by: applying preservation and maintenance standards and techniques, including alternative recording of information, monitoring of storage conditions, reviewing the stability of records, and assisting in describing and making the collection available for research. Prepares reports and compiles statistics to support the management of unique and fragile archival holdings.
2. Under the direction of the Supervisor, assists Archivists in the processing of archival holdings by implementing archival arrangement, creating listings and preliminary descriptions using RAD and institutional standards, integrating documents and files according to a discernible record-keeping system, preparing materials for archival storage, including physical re-housing of materials, entering data into the Container Tracking System (CTS) for the management of archival holdings, including preparing listings of container contents, and culling records according to a predetermined strategy. Works with relevant software, including word processing software, spreadsheets, database management, electronic records management systems and the Internet. Consults with Supervisor and Archivists as appropriate.
3. Supports the Customer Service team by adhering to all restrictions, controls, legislation and regulations relevant to public access, including capturing initial information, and identifying/labelling containers having restricted material to prevent inappropriate circulation; assists with making the Archives· holdings readily and widely available in a manner which respects the needs of the users and ensures the integrity and authoritative nature of the records. Escalates issues to the Supervisor as appropriate.
4. Provides reference services to client ministries, agencies, historians and the general public which facilitate access to records by: safely handling archival material, identifying basic preservation issues, preparing archival material for storage, identifying situations where services of a professional conservator are required, preparing records for reformatting for research purposes, checking for accuracy and quality. and by interviewing clients in the Reading Room to determine their specific needs and ensuring that all their needs are addressed, explaining the policies and procedures of the Archives, and providing an overview of the Archives holdings.
Providing Reference Services:
1. Proactively assists clients in the reading room; delivers specialized reference services by recommending appropriate sources of information; explaining and interpreting the nature, intent and inter-relationship of recording keeping systems or bodies; answers questions on the archives holdings and methods of access and arranges an interview with an Archivist or supervisor, as appropriate.
2. Assists the client in completing the paperwork required to retrieve archival records, and check restrictions under FIPPA. Coordinates all requests for information from clients in the reading room, and follow-up to ensure client's records are provided. Ensure client receives information in a timely manner, follow-up on requests, etc.
3. Assists client in using all tools and equipment in the reading room; provides general maintenance to
Length: 3 months contract with a possibility of extension
Location: North York – Toronto, ON (ON-SITE)
The Assistant Archivists will be asked to list, according to specific criteria and institutional standards, the contents of ca.2000 boxes of archival records. Listings will be completed using an Excel spreadsheet. Assistant Archivists will also be asked to create spacers, where require, to assist with the long-term preservation of the physical material and will be required to lift boxes weighing up to 50lbs.
PURPOSE OF THE POSITION
To provide assistance with the arrangement and description of archival records relating to the key activities and decisions of the Government of Ontario and the development of Ontario society. To maintain custody of, and make available for research, documentation with high evidential, informational and legal value. To provide reference services to client ministries, agencies, historians, genealogists, media, the legal community and the general public with a focus on the reading room clients. To undertake outreach activities with client groups/organizations to promote public awareness of the Archives.
DUTIES AND RESPONSIBILITIES
To support the Archives mandate to meet business and customer service needs, employees are required to work on a rotational assigned basis, between two units responsible for either the processing of archival materials or the provision of reference and customer services for access to archival materials.
In this context, the position:
Processing of Archival Materials:
1. 1.Assists in the management of Ontario government recorded information by: applying preservation and maintenance standards and techniques, including alternative recording of information, monitoring of storage conditions, reviewing the stability of records, and assisting in describing and making the collection available for research. Prepares reports and compiles statistics to support the management of unique and fragile archival holdings.
2. Under the direction of the Supervisor, assists Archivists in the processing of archival holdings by implementing archival arrangement, creating listings and preliminary descriptions using RAD and institutional standards, integrating documents and files according to a discernible record-keeping system, preparing materials for archival storage, including physical re-housing of materials, entering data into the Container Tracking System (CTS) for the management of archival holdings, including preparing listings of container contents, and culling records according to a predetermined strategy. Works with relevant software, including word processing software, spreadsheets, database management, electronic records management systems and the Internet. Consults with Supervisor and Archivists as appropriate.
3. Supports the Customer Service team by adhering to all restrictions, controls, legislation and regulations relevant to public access, including capturing initial information, and identifying/labelling containers having restricted material to prevent inappropriate circulation; assists with making the Archives· holdings readily and widely available in a manner which respects the needs of the users and ensures the integrity and authoritative nature of the records. Escalates issues to the Supervisor as appropriate.
4. Provides reference services to client ministries, agencies, historians and the general public which facilitate access to records by: safely handling archival material, identifying basic preservation issues, preparing archival material for storage, identifying situations where services of a professional conservator are required, preparing records for reformatting for research purposes, checking for accuracy and quality. and by interviewing clients in the Reading Room to determine their specific needs and ensuring that all their needs are addressed, explaining the policies and procedures of the Archives, and providing an overview of the Archives holdings.
Providing Reference Services:
1. Proactively assists clients in the reading room; delivers specialized reference services by recommending appropriate sources of information; explaining and interpreting the nature, intent and inter-relationship of recording keeping systems or bodies; answers questions on the archives holdings and methods of access and arranges an interview with an Archivist or supervisor, as appropriate.
2. Assists the client in completing the paperwork required to retrieve archival records, and check restrictions under FIPPA. Coordinates all requests for information from clients in the reading room, and follow-up to ensure client's records are provided. Ensure client receives information in a timely manner, follow-up on requests, etc.
3. Assists client in using all tools and equipment in the reading room; provides general maintenance to
... Lire la suite
the microfilm machines by changing ink, diagnosing problems, and ensuring all equipment is operational; advise supervisor if repairs are required.
4. Ensures all materials in the reading room are handled appropriately, that is: restrictions, controls, legislation, and regulations relevant to public access of records are adhered to; liaises with Archivist, Supervisor or Privacy Analyst when further explanation is required. Reviews materials to ensure the quality meets standards, identifies materials that require further preservation work and escalates to supervisor.
**Management has the right to assign additional duties.
REQUIRED KNOWLEDGE AND SKILLS:
• Archival theory and practice to support the management of archival functions such as accessioning, arrangement, listing and description (including Rules for Archival Description/RAD).
• Archives related legislation and regulations and legislation governing access to records (Archives Act, FIPPA, Copyright etc.), to physically sort, arrange and integrate documents and files according to a discernible recordkeeping system, to cull records according to a predetermined strategy.
• Recorded information management theory and Ontario government recorded information management practices and policies, Ontario history in general and the history and structure of the Ontario government to assist with the implementation of acquisition strategies and to provide reference services to client ministries, agencies, historians, and the general public.
• Preservation standards, techniques, and practices to prepare materials for archival storage and to assist in the protection of a unique, irreplaceable collection of fragile records in all formats.
• Historical and technological development of media to determine appropriate preservation actions and identify technical needs.
• Archives collection, to explain the content of the Archives collection and operation to answer customer questions and consult on research, to request documents and files according to a discernible recordkeeping system, and to provide reference services to client ministries, agencies, historians and the general public.
• Customer service practices and guidelines to interview clients to understand their needs and determine how to best provide service, and to resolve problems in a positive manner, and to pro¬ actively communicate and support clients' research needs.
• Information technology and data entry to provide consulting services to client ministries and agencies and to access and enter data regarding archival holdings and to conduct online reference searches.
• Preservation standards, techniques, and practices in order to identify materials that do not meet preservation standards and to explain policies and procedures to clients. (The Archives collection is a unique, irreplaceable collection of fragile records in all formats).
• Must be able to lift and move 35-501b containers of archival material.
• Analytical and evaluative skills: to assess the physical condition of records; examine record series and determine resources required to make material available for research.
• Analytical and evaluative skills to create listings and preliminary descriptions for incoming records; to assess records scheduling and disposition practices for compliance to existing guidelines.
• Customer service skills to deal with researchers in an effective and pleasant manner; to be perceptive to their specific needs and to be helpful in supporting their needs.
• Interpretive and problem-solving skills to assess research requests for original records and determine appropriate sources of information.
• Oral and written communication skills to explain problems and issues to clients, peers, or management, and to assist researchers and consult with clients with a positive, pro-active
• Approach.
• Basic computer skills to use the ASA and CTS applications, and other software.
• Interpersonal and negotiation skills to conduct client interviews, understand their needs and provide effective reference services.
• The ability to learn procedures and apply them to assigned tasks, to accept direction and to work quickly and accurately with minimal supervision and as part of a team within set timelines.
• Attention to detail to ensure accuracy and quality of work for professionals.
• French is not required, but an asset.
URGENT: Please read the job description above. If this interests you, apply to the job with your most updated resume, including your contact number and email address.
The recruiter in charge of this role is Yangzom.
If you do not think you are a match for this opportunity, but know someone who is, feel free to forward this job description to them and you will be eligible for a referral bonus upon a successful hire.
Please note that this is the most up to date version of job description available at this time – During Client Interview you will receive additional information – variance may apply!
Please note: Adherence to our end client’s vaccination policy is a requirement.
Please visit the TEAMRECRUITER website to review other CAREER OPPORTUNITIES!
4. Ensures all materials in the reading room are handled appropriately, that is: restrictions, controls, legislation, and regulations relevant to public access of records are adhered to; liaises with Archivist, Supervisor or Privacy Analyst when further explanation is required. Reviews materials to ensure the quality meets standards, identifies materials that require further preservation work and escalates to supervisor.
**Management has the right to assign additional duties.
REQUIRED KNOWLEDGE AND SKILLS:
• Archival theory and practice to support the management of archival functions such as accessioning, arrangement, listing and description (including Rules for Archival Description/RAD).
• Archives related legislation and regulations and legislation governing access to records (Archives Act, FIPPA, Copyright etc.), to physically sort, arrange and integrate documents and files according to a discernible recordkeeping system, to cull records according to a predetermined strategy.
• Recorded information management theory and Ontario government recorded information management practices and policies, Ontario history in general and the history and structure of the Ontario government to assist with the implementation of acquisition strategies and to provide reference services to client ministries, agencies, historians, and the general public.
• Preservation standards, techniques, and practices to prepare materials for archival storage and to assist in the protection of a unique, irreplaceable collection of fragile records in all formats.
• Historical and technological development of media to determine appropriate preservation actions and identify technical needs.
• Archives collection, to explain the content of the Archives collection and operation to answer customer questions and consult on research, to request documents and files according to a discernible recordkeeping system, and to provide reference services to client ministries, agencies, historians and the general public.
• Customer service practices and guidelines to interview clients to understand their needs and determine how to best provide service, and to resolve problems in a positive manner, and to pro¬ actively communicate and support clients' research needs.
• Information technology and data entry to provide consulting services to client ministries and agencies and to access and enter data regarding archival holdings and to conduct online reference searches.
• Preservation standards, techniques, and practices in order to identify materials that do not meet preservation standards and to explain policies and procedures to clients. (The Archives collection is a unique, irreplaceable collection of fragile records in all formats).
• Must be able to lift and move 35-501b containers of archival material.
• Analytical and evaluative skills: to assess the physical condition of records; examine record series and determine resources required to make material available for research.
• Analytical and evaluative skills to create listings and preliminary descriptions for incoming records; to assess records scheduling and disposition practices for compliance to existing guidelines.
• Customer service skills to deal with researchers in an effective and pleasant manner; to be perceptive to their specific needs and to be helpful in supporting their needs.
• Interpretive and problem-solving skills to assess research requests for original records and determine appropriate sources of information.
• Oral and written communication skills to explain problems and issues to clients, peers, or management, and to assist researchers and consult with clients with a positive, pro-active
• Approach.
• Basic computer skills to use the ASA and CTS applications, and other software.
• Interpersonal and negotiation skills to conduct client interviews, understand their needs and provide effective reference services.
• The ability to learn procedures and apply them to assigned tasks, to accept direction and to work quickly and accurately with minimal supervision and as part of a team within set timelines.
• Attention to detail to ensure accuracy and quality of work for professionals.
• French is not required, but an asset.
URGENT: Please read the job description above. If this interests you, apply to the job with your most updated resume, including your contact number and email address.
The recruiter in charge of this role is Yangzom.
If you do not think you are a match for this opportunity, but know someone who is, feel free to forward this job description to them and you will be eligible for a referral bonus upon a successful hire.
Please note that this is the most up to date version of job description available at this time – During Client Interview you will receive additional information – variance may apply!
Please note: Adherence to our end client’s vaccination policy is a requirement.
Please visit the TEAMRECRUITER website to review other CAREER OPPORTUNITIES!
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