Archives Director

Butte-Silver Bow Public Archives | Silver-Bow County, MT

About Job

The Archives Director position 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 and building management and maintenance, ensuring optimum storage environment for Archival materials. The Archives Director manages the oversight of the maintenance and care of two historic buildings. The Director provides leadership to Archives and Chateau employees, as well as manages the humanities programing at each facility.

The Director develops projects and programs and establishes priorities, goals, and objectives with associated measurable outcomes.   The duties and responsibilities associated with this position require demonstrated leadership and 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 Director operates. 

The position calls for an understanding of the unique and impressive history of Butte-Silver Bow and its place in the history of Montana, the intermountain west and the nation.  The Director is called upon to provide documentation on historical events in the community.  The Director also provides documentation to the City-County local government (City-County) that informs on actions taken by the government and its agents. The position calls for an understanding of the humanities-based programming in art, literature, theatre, and history.

The position requires an understanding of Montana State law, rules, and policies in regard to government records management.   Must be able to discern the appropriate schedules and disposal policies for each series of local government record.   Must be able to work constructively with City-County department heads and the Council of Commissioners on the appropriate disposal, storage, and maintenance of local government records.    

The position requires the Director to work constructively with the City-County Public Archives Board of Directors (Archives Board), the Archives staff, the Chateau staff, the public, contractors and building services people, as well as all departments of the City-County.  The Director must foster continual involvement with the community, including service organizations, community groups, and personal associations to promote and create awareness of the Archives and Chateau. The Archives Director reports directly to the City-County Chief Executive.   

The Director must maintain a close working relationship with the Friends of the Butte Archives and the Root and the Bloom, non-profit groups for the Archives and Chateau, respectively, to develop project proposals and fundraising objectives, including the development of budgets, project reports, and strategic planning that align with the Archives and Chateau mission statements.

The position requires highly responsible and difficult management, administrative, and technical work involving the planning, direction, and supervision of the operations of the Archives and the Chateau.   The work is performed under the general direction and supervision of the Archives Board but extensive leeway is granted for the exercise of independent judgement and initiative.  The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with the members of the Archives Board, Archives supporters and patrons, Chateau staff and supporters, City-County personnel, representatives of other historical depositories and the general public.  Supervision is exercised over the work of all employees in the Archives and Chateau.  Duties/Responsibilities

Examples of Essential Work (Illustrative Only)

  • Plans, directs and supervises the operations and activities of the Archives and Chateau.
  • Develops goals, plans and measurements for the identification and evaluation of Archives and Chateau needs in Butte-Silver Bow.
  • Confers with Archives Board members, patrons, education representatives and appropriate others to discuss, identify and assess Archives and Chateau interests and needs.
  • Identifies the costs, timing and other key issues involved in providing for Archives and Chateau needs.
  • Develops recommendations for enhancing the Archives and Chateau operations and services in collaboration with Archives Board members and appropriate others.
  • Recommends and oversees implementation of Archives and Chateau policies, rules, and regulations.
  • Possesses an understanding of the evolving field of digital records management, including best practices and policy development across the City-County.
  • Directs, administers, provides oversight and participates in the planning, development and implementation of all Archives and Chateau activities, and related projects and programs involving the City-County.
  • Prepares proposals and grant applications for improving and strengthening Archives and Chateau services and operations.
  • Prepares or reviews project budgets, including estimates for project costs and provisions for project financial management and accounting.
  • Manages the financial operations of the Archives and Chateau, including preparation of the annual budget and ensures the proper accounting for funds received and expended.
  • Prepares monthly and annual reports of Archives and Chateau operations and services for review by the Archives Board members and the City-County Chief Executive and Council of Commissioners.
  • Trains, assigns, schedules, motivates, supervises and evaluates the work of all Archives and Chateau personnel.
  • Solicits collections and ensure all documentation is maintained for all collections. 
  • Conducts archival research in accordance with archival goals and objectives and in response to patron requests and searches for resources at the local, state, regional and national levels.
  • Conducts research for City-County departments and ensures records are available for legal purposes, while maintaining confidentiality of such research as appropriate.
  • Prepares research reports as required for City-County agencies and courts.
  • Works with the Friends of the Archives fund-raising operations and activities that align with the Archives and Chateau mission statements and prepares related reports.
  • Conducts seminars, coordinates events, and gives public presentations on a wide variety of subjects relating to the history of the Butte-Silver Bow area and region and the roles, operations, activities, and resources of the Public Archives.
  • Coordinates Archives and Chateau operations and activities with those of other local and regional cultural and historical organizations in Butte-Silver Bow and surrounding region.
  • Meets with representatives of local public and private organizations to collect information relating to the history of such organizations and to develop support for the Archives.
  • Supervises and ensures the proper care and maintenance of Archives collections and facilities.
  • Supervises and ensures the proper care and maintenance of the Chateau’s historic building and holdings.
  • Possesses working knowledge of state-of-the-art archival management principles and practices.
  • Is familiar with Butte-Silver Bow’s and Montana’s economic, cultural, and social history research techniques and the Archives collections that speak to a particular topic, as well as how other collections held at other archival repositories throughout Montana can inform on Butte-Silver Bow’s history
  • Interacts well with a variety of people and entities in order to enhance the Archives’ visibility at the local, national and international levels.
  • Able to serve and interact with a variety of people including 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.
  • 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.
  • Able to organize public events including 
    • Engaging speakers
    • Promoting the event, including working with the media
    • Arranging logistics
  • Attends meetings, conferences and workshops as requested and authorized
  • Performs related work as required.
  • 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.

Qualifications

Required Knowledge, Skills and Abilities

  • Comprehensive knowledge of the principles, practices, methods, techniques and procedures of archives research and reference responsibilities;
  • Comprehensive knowledge of proper classification, filing, care and storage of archives materials and items;
  • Comprehensive knowledge of the development and management of archives facilities;
  • Thorough knowledge of the history of Butte-Silver Bow and surrounding region or ability to quickly acquire such knowledge;
  • Thorough knowledge of methods and sources for historical research;
  • Thorough knowledge of the principles and practices of handling and maintaining old and fragile documents and items;
  • Skill in developing support and raising funds and other sources of support for the Archives;
  • Skill in developing and managing a strong base of volunteers for Archives operations and activities;
  • Ability to communicate well with others both orally and in writing, using both technical and non-technical language;
  • Ability to establish and maintain effective working relationships with the Archives Board, other public archives employees, Archives patrons and the general public;
  • Ability to prepare accurate, documented and reliable reports containing findings, conclusions and recommendations;
  • Ability to operate a personal computer using standard word processing, spreadsheet and database applications appropriate to assigned duties;
  • Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
  • Ability to perform a wide variety of research, reference and related tasks with accuracy, care and speed under the pressure of time-sensitive deadlines;
  • Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology; 
  • Ingenuity and inventiveness in the performance of assigned tasks.

Acceptable Experience and Training

  • Graduation from a college or university of recognized standing with a bachelor’s degree in Archival Management or closely related field; and
  • Considerable experience in archives and museum management; or
  • Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.

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.