PART-TIME, TEMPORARY RECORDS ASSISTANT

Part-Time, Temporary Records Assistant

Department: Archives and Records Management

Reports To: Records/Archives Clerk

Appointment Type: Temporary (Grant-Funded, Project-Based)

Work Schedule: Part-Time (20 hours per week)

Purpose of Position

The Part-Time, Temporary Records Assistant is a grant-funded, project-based position established to support the Village’s transition from a paper-based and antiquated digital recordkeeping system to a modern Electronic Records Management System (ERMS).

This position will assist with digitization, data migration, indexing, quality control, and system implementation to ensure records are accurately preserved, organized, and accessible in compliance with applicable retention requirements and municipal records standards. 

The Village is undertaking a comprehensive records modernization initiative funded through grant support. The project includes:

·         Conversion of legacy paper records into digital format

·         Migration of records from an outdated digital storage system

·         Standardization of file naming conventions and metadata

·         Implementation of a centralized Electronic Records Management System

·         Quality assurance and verification of digitized and migrated records

These tasks are labor-intensive and exceed the capacity of existing staff.

This position is fully grant-funded and will sunset upon completion of the project unless otherwise authorized by the Board.

Essential Duties and Responsibilities

·         Prepare, sort, and organize paper records for scanning

·         Digitize records and conduct quality assurance checks

·         Apply standardized naming conventions and indexing protocols

·         Assist with organizing electronic file structures according to established standards

·         Refile and properly store physical records following digitization

·         Maintain strict confidentiality of sensitive, restricted, and permanent records

·         Follow documented workflows, grant compliance requirements, and retention procedures

Required Qualifications

The ideal candidate will have strong organizational skills and attention to detail, along with basic computer proficiency and comfort working with digital files. They should be able to learn new software systems, follow structured workflows and written procedures, and maintain confidentiality. The position also requires the ability to lift and move file boxes weighing approximately 40–50 pounds, as well as the ability to stand for extended periods during scanning and file preparation.

Supervision

This position reports directly to the Records/Archives Clerk. Work is procedural and task-oriented, with project-specific training provided. The Assistant will not exercise supervisory authority.

Compensation

·         Hourly rate: $17

·         Temporary, part-time appointment

No benefits