Indianapolis, IN: Archivist, Indiana State Archives

Job ID: 610893
Apply Before: 09/12/2017
Full/Part Time: Full-Time
Regular/Temporary: Regular
Salary: $37,778.00

City/County/St: Indianapolis, Marion County, IN



The Archivist is a professional opportunity to develop your career managing a large archive of significant, historic and valuable state of Indiana collections. The primary purpose of this position is to provide access to the public and others to the archives and to preserve the State’s archival records.

The Archivist processes, catalogs, barcodes, makes accessible, and preserves the paper, visual and electronic collections of the Indiana State Archives in order to ensure efficient operation of public and volunteer services. The Archivist also supports the efficient operation of public services at the Indiana State Archives which includes aiding the public in accessing original and online materials of the archives and providing research assistance to the Archives patrons. The Archivist often performs complex research for high-ranking members and staff of the executive, legislative and judicial branches of government.


A day in the life

The Archivist has many daily activities that include:

The primary purpose of this position is to accession, catalog, manage, access and preserve the paper, visual and electronic collections of the Indiana State Archives in order to ensure efficient operations.
Accurately identify record sets that are archival and follow retention schedule or appraisal criteria for incoming records.
Ensure access to the Archives collections, by properly accessioning, processing and cataloging incoming and backlogged archival collections, whether in paper, film, electronic or other formats. This includes collections from the Courts, Legislative and Executive Branch from both local and state governments, as well as defunct post-secondary educational institutions from across Indiana.
Successfully discern items of significance in a collection of mixed value to retain and preserve items that should be held by the Archives and properly dispose of materials unnecessary to retain, which may include confidential and sensitive materials.
Create and update finding aids, administrative histories and inventories for records and collections.
Utilize AXAEM, the State Archives comprehensive software system to help manage the collections, and track patron requests.
Upon successful cataloging of new archival holdings in AXAEM, accurately barcode each item in the accessioned collection to match to the description in the catalog.
Supervise and manage volunteers, temporary employees such as JWF staff or offenders under the IREF program and direct them in specific processing projects to assure the quality of their work is acceptable.
Work with volunteers and interns to aid their work in providing access to the collections of the State Archives which may include developing databases for data entry, identifying data to capture in fields and indexes, and identifying collections to be added to the Indiana Digital Archives and or highlighted on the agency’s website and social media platforms.
Strong written and oral skill to include the ability to effectively correspond with patrons a diverse clientele including state employees, students, educators, researchers, genealogists, and the general public via email, fax, phone and in person.
Work with the State Archivists, to develop and present outreach and educational programs regarding the State’s history and the Archives collections. Also prepare written essays and stories suitable for public action in a professional publication informing about stories, collections and items housed in the Archives collections.
Successfully direct patrons’ research questions in a professional and timely manner to appropriate resources or locate the items that would aid resolving the patrons’ inquiries from the Archives collections.
Provide for arrangement and reproduction in all formats of Archives’ resources as requested by patrons.
Provide appropriate level of security while in the Reading Room, Ready Reference, Stacks and Vaults to minimize theft of records in accord with IARA policies.
Follows adopted retention schedules which determine whether or not records are historically significant and worth permanently preserving. Consults with supervisor when questions exist. Will decide what order to complete assigned tasks in; identify precedence unless specifically directed.


What we’re looking for

Bachelor’s degree required; Master’s degree preferred
Mastery of research skills;
Broad knowledge of electronic resources and information resources in various formats for specialized area
Expert technical knowledge and skills needed for information retrieval
Skill and specialized knowledge to act as liaison to outside agencies and organizations and assist in monitoring, analysis and evaluation of federal and state program entities in meeting established standards and minimum requirements
Specialized knowledge of specific agency functions needed to assist agencies with records management.
Specialized knowledge of information systems organization principles including systems analysis techniques and information management process: from agency use and retention, to final disposition of records
Ability to comprehend and analyze broad knowledge to assess materials in all formats (print, microform, electronic) for authority, scope, treatment, arrangement, format and usabilit;
Ability to interpret and correlate principles and techniques of retention scheduling
Specialized knowledge of research methods and laws governing use, storage and retrieval of public records and ability to compile history of agency records management responsibilities and actions
Ability to communicate effectively, both orally and in writing, especially in drafting accurate, complete and concise descriptions
Ability to analyze flow of records-purpose and length of required retention to determine most efficient and cost effective system of information management
Ability to apply random information to principles of systems organization and records retention



The State of Indiana offers a comprehensive benefit package which includes:

Choose from four medical plans (including RX coverage), vision and dental
Wellness program that offers eligibility into a discounted medical plan
Health savings account, offered for most medical plans, includes state contributions
Deferred compensation account (similar to a private sector’s 401 K plan) with employer match, as well as a choice between two fully funded pension plans
Group life insurance
Employee assistance program that allows for covered behavioral health visits
Paid vacation, personal and sick time off
The State of Indiana offers other generous leave policies covering a variety of employee needs
12 company paid holidays, 14 on election years
Qualified employer for the Public Service Loan Forgiveness Program
Free downtown parking


Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

Apply here, click “apply for state jobs,” search for  position ID 610893 in the advanced search option.