State Archives Assistant

Work for Indiana

Begin a fulfilling career with the State of Indiana by joining one of the largest employers in the state, offering a range of opportunities across 60+ agencies. At the state, youll find competitive compensation, a robust benefits package and a commitment to work-life balance. Most importantly, youll have the chance to make a real and measurable impact on the lives of Hoosiers across Indiana.

About the Indiana Archives & Records Administration (IARA):

The Indiana Archives and Records Administration assists State and local governments in the cost-effective, efficient, and secure management of governmental records by providing services throughout the life cycle of records, including creation, use, inventory scheduling, storage, and disposition.

Role Overview:

The State Archives Assistant supports the public desk, registers patrons, assists with archive navigation. You will also be engaged in digitizations and metadata projects when not assisting patrons. The team of four will rotate for Saturday coverage. You will be required to work one Saturday each month. You may work two weekends in months with a fifth Saturday.

This is a part-time position. Work hours will arranged with the supervisor.

Pay Rate:

This position traditionally starts at $17.55 per hour but may be commensurate with education and job experience.

A Day in the Life:

Responsibilities include:

• Answer patron requests in person, by phone, and electronic correspondence to identify and locate references.
• Retrieve materials for patrons and assist agency staff with questions.
• Request information from agencies for forms, specifications, consolidations, retention, and deletion schedules. Determine if incoming records should be routed to the design or analysis sections for processing. Review form proofs to ensure accuracy.
• Assist with records management and records keeping procedures. Assist agencies to resolve records management problems.
• Perform necessary research required for drafting legally-acceptable records and retention schedules.
• Monitor Archives Accession Registers to determine agency compliance with retention schedules.
• Implement special records research and analysis projects such as accessions, inventories, microfilm storage, and special collections. Assist with searches for lost or misfiled materials.
• Develop specificatiions for printing bids.
• Design and revise forms to meet needs of agencies. Coordinate with coworkers to ensure forms are correct and accurate.

The job profile is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time.

What Youll Need for Success:

Individuals in this role should minimally be able to articulate or demonstrate the following:

• Specialized knowledge of agency policies, procedures and objectives needed to perform operations involved in records management.
• Specialized knowledge of structure of state government and specific agency functions needed to assist agencies with proper records management.
• Specialized knowledge of Archives records and limitations required in answering reference and research requests.
• Specialized knowledge of forms design and construction to develop cost effective and practical forms.
• Specialized knowledge of information management process: from forms development, through agency use and retention to final disposition to Records Center or Archives.
• Working knowledge of printing and bindery techniques used in records retention and storage procedures.
• Working knowledge of, and ability to use, modern office equipment such as personal computers, microfilm readers, typewriters, copiers and other machines.
• Ability to process information systematically and prioritize multiple projects.
• Ability to respond to requests with tactfulness and diplomacy.
• Ability to perform essential functions with or without reasonable accommodation.

A degree is not required. However, experience applying the outlined knowledge, skills, and abilities in a similar role may be considered.

Supervisory Responsibilities/Direct Reports:

This role may be utilized in a supervisory capacity based on agency needs.

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefits package for part-time employees that includes:

• Paid vacation, personal and sick time off
• Competitive leave policies covering a variety of employee needs
• 12 company paid holidays, 14 on election years
• 75 hours of paid New Parent Leave and up to eight weeks of paid Childbirth Recovery Leave for eligible mothers.
• Free Parking
• Free LinkedIn Learning

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer and is committed to recruiting, selecting, developing, and promoting employees based on individual ability and job performance. Reasonable accommodations may be available to enable individuals with disabilities to complete the application and interview process as well as perform the essential functions of a role. If you require reasonable accommodations to complete this application, you can request assistance by contacting the Indiana State Personnel Department at jobs@spd.IN.gov.