General Statement of Duties

The Assistant Director provides supervisory and special project management services in the furtherance of the goals and objectives of the Butte-Silver Bow Public Archives. Duties include program design and implementation, training and supervision of employees and volunteers, public relations and outreach, and volunteer recruitment and coordination. During those times when the Director is away from the facility, the Assistant Director is responsible for all of the operations of the Archives and represents the Archives in governmental and public meetings. The Assistant Director works with the Director in managing the government record and building relationships with department heads throughout the city-county government to ensure their records are preserved appropriately and made accessible to the public. The Assistant Director also shares responsibility for assuring that best practices are followed with respect to the acquisition, storage, and management of all archival materials.

Distinguishing Features of the Class

The Assistant Director is a professional position that requires experience and expertise in the complex field of archival records management as well as in the management of employees and volunteers. In addition, the Assistant Director must be proficient in public relations and marketing outreach to create public awareness of the Archives’ offerings. The Assistant Director is responsible for identifying project and program priorities and is expected to set goals and objectives with associated measurable outcomes. In addition, the Archives building, in and of itself, is an integral part of the overall function of the Archives and the Assistant Director must be familiar with the various highly technical, state-of-the-art mechanical and environmental systems to assure the proper preservation of the Archives’ holdings.

The duties and responsibilities associated with this position require individual initiative as well as the ability to understand critical priorities. Often the position calls for flexibility in responding to changing conditions and unexpected demands associated with serving the public. This is especially important in light of the great latitude within which the Assistant Director operates. The Assistant Director must perform at the highest level in conjunction with the Director, to maintain the Archives’ ability to serve the people of Butte-Silver Bow and beyond with excellence.

Essential Duties (Illustrative Only)

• Works with the Director to identify, design and implement Archives’ programs and projects.
• Reviews ongoing programs and projects with staff and volunteers to develop associated strategies that will be successful.
• Designs and evaluates existing policies and procedures for all facets of the Archives’ operations including reception, research, and service to government agencies and members of the public.
• Develops new management approaches in conjunction with the Archives Director
• Recruits, trains, and supervises volunteers.
• Ensures that Butte-Silver Bow’s physical and digital records are preserved, maintained, and scheduled in accordance with applicable provisions in the Butte-Silver Bow Municipal Code, the Montana Code Annotated, the Administrative Rules of Montana, and Montana’s Local Government Records Committee’s Retention Schedules,
• Possesses an understanding of the evolving field of digital records management, including best practices and policy development across the City-County.
• Builds relationships with department heads throughout the city-county government, and ensures they understand the appropriate record-keeping procedures for their respective departments, and the role the Archives plays as the official keeper of all non-current Butte-Silver Bow government record.
• Develops online archival resources for archival information, including the design of databases.
• Supervises research activities associated with both internal local government requests and external requests.
• Responds directly to patron requests by providing both oral and written answers to questions while maintaining confidentiality as appropriate.
• Implements public relations and marketing strategies to create public awareness of the Archives’ offerings.
• Provides technical expertise to staff, volunteers, and patrons on Archives holdings and their appropriate use.
• Participates in personnel decisions as applicable, in conjunction with the Director and the Archives Board of Directors.
• Reports to the Archives Board of Directors on various activities in the Director’s absence and attends the Friends of the Archives Board meetings when requested by the Director.
• Works with the Archives Director and Board of Directors on long-term planning for the facility and its holdings.
• Understands the local government budget process and how the Archives fits into that process.
• Responds to operations and has a working knowledge of research techniques and sources within local governments, libraries, and archives.
• Handles maintenance issues associated with the Archives building, including its mechanical, security and environmental systems.
• Coordinates exhibits held in the Archives and is responsible for content creation, project schedules and corresponding literature – from pamphlets to books – to sell in the Friends of the Archives bookstore.
• Responsible for family and Butte history documentation, including activity associated with conducting interviews for oral histories and arranging for transcription of them for posterity.
• Participates in speaking engagements for local clubs and organizations.
• Works closely with the Director and employees on the grant writing process.
• Perform all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complying with the City-County Health & Safety Program; maintaining work areas in a safe and orderly manner; identifying and reporting unsafe conditions; reporting all accidents; wearing required personal protective equipment; and attending safety-related meetings, training sessions, fit testing, etc.
• Perform all duties and work assignments in compliance with project quality requirements.
• Act responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.
• Perform other duties as assigned.

Required Knowledge, Skills and Abilities

• Possesses working knowledge of state-of-the-art archival management principles and practices.
• Is familiar with Butte and Montana’s economic, cultural, and social history.
• Interacts well with a variety of people and entities to enhance the Archives’ visibility at the local, national, and international levels.
• Able to serve and interact with a variety of people including local, state, and federal government employees; nationally recognized authors, filmmakers, and researchers; students; genealogical researchers; vendors and contractors; donors; board members; the news media; and members of the public.
• Is skilled in all forms of written and verbal communication.
• Possesses excellent public speaking skills.
• Able to organize public events including
  • Engaging speakers.
  • Promoting the event, including working with the media.
  • Arranging logistics.
• Works productively in a stressful, fast-paced environment.
• Excels in program and personnel management.
• Possesses problem solving and conflict resolution skills.
• Can engage in thoughtful decision-making.
• Is inventive and creative.
• Possesses strong leadership qualities.
• Willing to take advantage of educational opportunities through continuing education, attendance at conferences and other offerings.

Education and Experience

• A combination of education and work experience in the field of Archival Management.
• A minimum of five years of experience working in an archives, museum or library including specific experience in working with a variety of entities as well as the public.
• Knowledge of state-of-the-art technology associated with managing and preserving fragile and sensitive resources, including, but not limited to indoor environmental systems and security systems.
• Knowledge and experience in implementing archival management standards
• Familiarity with various software programs used in archival facilities and collections management.
• Experience in effective communication including writing and public speaking.
• Skilled in interpersonal communication.
• Knowledge of applicable academic research standards.
• Possesses an understanding of Local Government Records retention and disposition schedules as well as ability to work with Government departments and the Local Government Records Commission.
• Understands the role that archival research plays in a variety of circumstances including academic, regulatory, literary, and forensic settings.
• Possesses a working knowledge of research techniques and sources within local governments, libraries, and archives.

Required Special Qualifications

• Possession of a valid Driver’s License issued by the State of Montana.
• Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance. See below.

“2.08.010 Residence during employment.

From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow.

(Ord. 85 § 1, 1979)”

Essential Physical Abilities

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with others, both in person and by telephone.
• Sufficient vision, with or without reasonable accommodation, which permits the employee to read and review historical documents, journals, articles, and items in both written and electronic form.
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer.
• Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to visit other locations throughout the City-County and surrounding region, make public presentations and retrieve and replace shelved materials.

The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.

This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.