Archival Assistant Jobs (NOW HIRING)

Job Summary
The Archivist is responsible for the acquisition, appraisal, arrangement, description, preservation, and provision of access to the Tribe’s historically significant documents, photographs, recordings, and publications, in accordance with professional best practices and national archival standards. This position leads digitization initiatives, develops and implements digital preservation workflows, and ensures the integrity, authenticity, and long-term accessibility of both physical and digital collections. The Archivist reports to the Tribal Administrator Executive Assistant and coordinates archival functions in compliance with applicable federal, state, tribal, and national best practices. 

Job Duties & Responsibilities

• Appraise, acquire, arrange, describe, and preserve archival collections in accordance with established professional and legal standards (e.g., National Archives and Records Agency NARA, Society of American Archivists, SAA). 
• Prepare materials for large-scale digitization; manage workflows for digitization projects involving various formats (photographs, film, audio, paper, and other media). Develop and document internal operating policies and procedures to meet archival standards as approved.
• Capture, create, and maintain descriptive, technical, administrative, and preservation metadata, following recognized standards (e.g., Describing Archives: A Content Standard – DACS, Encoded Archival Description - EAD, etc.).
• Ensure all cataloged content adheres to standardized style, grammar, and titling conventions, including compliance with ISO standards for dates (e.g., YYYY-MM-DD);
• Develop and maintain archival management systems or databases to document collection holdings, file naming conventions, metadata, and project tracking. Implement approved hierarchical storage management procedures and policies for both digital and physical holdings.
• Assist with reorganization and preservation of physical and audiovisual materials, including migration to stable formats. 
• Write clear, accurate, and accessible descriptions and finding aids for preserved records.
• Maintain and update records retention schedules in compliance with legal and regulatory requirements. Evaluate and recommend adoption of new archival methods and technologies for preservation, security, and access. 
• Collaborate the transfer and disposition of records, ensuring compliance with supervisory personnel to review retention and disposal schedules and prepare records for inactive or permanent storage.
• Maintain professional knowledge through ongoing training, compliance with federal, state, and tribal laws, and adherence to confidentiality and privacy regulations (e.g., HIPPA, HITECH). Other related duties as assigned.

Necessary Knowledge, Skills, and Abilities

• Comprehensive knowledge of archival principles, standards, and best practices, including SAA and NARA guidelines.
• Knowledge of legal and ethical standards related to archives and records management, including privacy and confidentiality.
• Familiarity with digital preservation strategies, digital asset management systems, and metadata standards.
• Effective oral and written communication skills, with the ability to create clear documentation and finding aids.
• Ability to manage multiple projects, meet deadlines, and adapt to evolving technologies and standards.
• Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) Tribal culture and lifestyle, working effectively with AI/AN populations.
• Effective oral and written communication skills with sensitivity to the lifestyles of targeted participants.
• Skills in operating personal computers using a variety of computer software.
• Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts.
• Ability to maintain strict confidentiality and comply with all applicable federal and tribal privacy laws and KIC policy (HIPAA, HITECH, etc.).
• Ability to learn and apply program/agency operating policies and procedures.
• Ability to manage multiple priorities and tasks concurrently and meet deadlines.
• Ability to work independently as well as with teams.
• Knowledge of digital formats and video formats.
• Detail-oriented with strong attention to accuracy.
• Strong organizational and project management skills.
• Must possess analytical and research abilities to determine which records are worthy of preservation.
• Strong familiarity with digital asset collection assessment.

Working Conditions
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.  

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and/or sit. The employee is occasionally required to walk, sit, climb, or balance. The employee must frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, peripheral vision, and depth perception.  The noise level in the work environment is usually average.

KIC Competencies

Cultural Competency: To be respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum.

Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition.  

Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers; always talk and act with customers in mind; and recognize working colleagues as customers. 

Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing

Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.

Minimum Qualifications (Education & Experience)

• High School Diploma or equivalent. 
• One year of progressively responsible experience in archives, records management, or a closely related field, including experience with digitized and born-digital materials.
• On a year-for-year basis, a combination of relevant experience, education, and training may substitute for education and experience requirements.
• Proof of valid driver's license with acceptable driving record.

Preferred Qualifications (Education & Experience)

• Bachelor's Degree in Library & Information Science, Archival Studies, History, or a closely related field, preferably from an ALA-accredited institution. 
• Two (2) year of progressively responsible experience working with digitized and born-digital archival materials.
• Certification from the Academy of Certified Archivists (CA) or other professional associations preferred.
• Experience in community clinic preferred and a solid commitment to multi-disciplinary teamwork.

Conditions of Hire

• May be required to possess and maintain a valid driver's license or capable of obtaining one, as well as be insurable by KIC’s company insurance.
• KIC is a Drug-Free Workplace. All employees must adhere to KIC drug and alcohol policies and procedures to ensure a safe workplace. Employees must pass a pre-employment and subsequent random and/or for-cause drug and alcohol screening to be eligible for and maintain employment.
• KIC has several positions that must comply with the P.L. 101-630 Indian Child Protection and Family Violence Protection Act (ICPA); all employment offers in the "covered" classification are conditional until KIC has received a Federal criminal background check verifying eligibility to work in these programs.

This Job Description describes the essential duties and qualifications.  It is not an exhaustive statement of all the job duties, responsibilities, or qualifications; management has the exclusive right to alter or add to this job description at any time without notice.  Incumbent(s) may not be required to perform all duties listed and may be required to perform additional duties as assigned.