Archives Operations Manager - Archives & History - Baldwin County Commission Job Bay Minette area,Alabama USA,Administrative/Clerical

The Archives Operations Manager for the Baldwin County Department of Archives and History is responsible for overseeing the daily administrative and operational functions of the department. This position serves as the central point of coordination for staff, projects, facilities, and internal processes, ensuring efficient workflow, effective communication, and high-quality service to the public and our county departments. The position provides direct support to the Director while supervising and leading support staff and assisting with departmental planning and implementation.

The Archives Operations Manager supports the Director by managing day-to-day operations, allowing for a stronger focus on strategic initiatives and partnerships.

Successful applicants must pass a criminal and motor vehicle background check and will be subject to a pre-employment drug test and physical.

A. Facility

Coordinates operations of the primary workplace facility as requested by the Director of Archives.

Oversees and coordinates general day-to-day facility operations with kindness, professionalism, tact and an emphasis on responsiveness.

Supervises daily activities of the Archives Specialist, park staff, and temporary employees.

Coordinates work schedules and assignments to ensure coverage and efficiency.

Monitor workflow and ensure timely completion of tasks and projects.

Serve as a point of contact for operational issues and problem resolution.

Assist with implementation of departmental policies and procedures.

Support event coordination and operational readiness at Bicentennial Park.

Review and track reports, logs, and operational documentation.

Assist with the onboarding and training of staff, interns, and volunteers.

Maintain communication between the staff and Director regarding operation and workflows.

Ensure compliance with county policies, safety standards, and procedures.

Perform administrative duties including documentation, scheduling, and coordination.

Assist with special projects as assigned.

B. Clerical

Processes archival materials as directed.

Assists other county departments with their records management programs as needed.

Assists with reference requests as directed.

Supports Director and Department with special assignments as directed.

Takes notation and dictation as needed.

Types and/or prepares correspondence and various documents as requested.

Coordinates training course registrations and travel reservations as needed.

Takes minutes and proofreads minutes as requested.

Schedules meetings, coordinates newspaper advertisements as requested.

Accomplishes research as directed.

C. Reception and Referral

Greets visitors to the office, refers them to whom they need to see, and makes them comfortable if they must wait.

Answers incoming calls to the office.

Provides whatever information is available to general inquiries.

D. Administrative Operations

Coordinates and oversees daily operations of the Archives and History Department and related facilities.

Ensures efficient workflow, organization, and completion of administrative functions.

Develops and implements internal procedures to improve operational efficiency.

Monitors office supply inventory and prepares requisitions in accordance with county policies.

Maintains department records, files and documentation in compliance with established procedures.

E. Staff Supervision & Coordination

Work is performed under the general supervision of the Director.

Supervises Archives Specialists, Park Attendants, Interns, Temps, and Volunteers.

Plans, assigns, and reviews work to ensure accuracy, efficiency, and completion.

Provide training and guidance to staff on departmental procedures and expectations.

Assists with scheduling, timekeeping coordination, and daily staffing needs.

Promotes a…