Part Time, Assistant - Archive at Archdiocese of St. Louis Saint Louis, MO

Job Summary

The Archives Assistant position provides general administrative support for the Office of Archives and Records. Position responsibilities include but are not limited to: updating sacramental registers and producing sacramental certificates, responding to student transcript requests for closed archdiocesan schools, data entry in databases, creating index lists, copying records, proofreading documents, answering incoming telephone calls and emails, and receiving and assisting customers.

It also includes providing limited assistance for the use and inventorying of archival materials.

1. Accurately updates the baptism and marriage records of closed parishes with sacramental and tribunal information on a timely basis.

2. Responds to individual, parish, and tribunal requests for baptism, marriage, and confirmation records from closed parishes for sacramental purposes.

3. Responds to student transcript requests for archdiocesan closed schools on a timely basis.

4. Responds to requests from archdiocesan staff, parish staff, and individuals.

5. Aids archives customers including assisting with microfilm reader/scanner and creating copies from scanners and photocopiers.

6. Answers the telephone and email in a professional and customer-focused manner.

7. Utilizes spreadsheets and databases for data entry and searching and creating catalog records in the archives content management system.

8. Other duties as assigned.

1. H.S. Diploma

2. Type approximately 60 wpm.

3. Familiarity with the Archdiocese of St. Louis and its history

Skills & Attitudes Required for Success in Job

1. Customer friendly attitude

2. Strong communication skills (in-person, telephone, and online)

3. Ability to lift 40 lbs.

4. Ability to set priorities

Relationships Requirements

1. Accountable to the Director of Archives

2. Interacts with customers directly or by phone daily

3. Must communicate easily with other archives staff members

4. Works with archdiocesan personnel and parish staff as needed

5. Assists other positions in archives as needed

Resources for which accountable

1. Assists archdiocesan and parish personnel, researchers, and the public

2. Uses computer resources to generate certificates, transcripts, and correspondence

3. Make copies of materials using photocopy machine, scanner, or microfilm reader/scanner

4. Uses Microsoft Office Suite products;
Parish Helper database for sacramental records; archdiocesan webpage for request referrals, and a content management system for searching archives records.

The Archdiocese of St. Louis is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions are based on business needs, job requirements and individual qualifications without regard to race, color, religion, gender, national origin, age, marital, parental, veteran or disability status.