Registrar

The Position

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice. The Center for Sacramento History seeks a part-time Registrar to support the stewardship and documentation of archival and museum collections. This position focuses on accessioning, cataloging, collections records and database maintenance, inventories, and documentation related to acquisitions, loans, and deaccessions, and other collection activities. The Registrar plays a key role in maintaining accurate collection records and supporting public access, exhibits, research requests, and collections care initiatives. This position works closely with archivists, curators, volunteers, and interns.

Ideal Candidate Statement: The ideal candidate will possess:

• Experience working with museum, archival, or special collections records and collection management databases.
• Strong organizational skills and exceptional attention to detail when maintaining complex records and documentation.
• Experience handling historical artifacts, archival materials, or other cultural heritage collections using accepted professional standards.
• Strong communication and collaboration skills, with the ability to work effectively with staff, volunteers, researchers, and donors.

Supervision Received and Exercised: General supervision provided by the City Historian. Responsibilities include the supervision of lower level staff, volunteers, and interns.

Essential Duties and Responsibilities

The following duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform related duties as needed.

• Register incoming and outgoing collections.
• Accession and catalog new items insuring that all documents are properly processed.
• Maintain detailed inventory and accession files of the museum and archival collections, including management of collection database.
• Utilize computerized collection management system to maintain accurate storage locations for all collection items.
• Oversee storage of the collection to ensure that it is safe and accessible and meets American Alliance of Museums (AAM) collections storage standards.
• Implement a 5-year inventory cycle as stipulated by the Collection Management Policy.
• Serve as risk manager for assessing potential conservation needs of the collection.
• Assess conservation proposals with the curators; identify conservation resources.
• Maintain statistics that relate to the collection.
• Implement deaccession policy including determining objects' legal status, tracking the deaccession process and coordinating the disposal of deaccessioned objects.
• With curators, assess loan requests for artifacts in the collection.
• Generate and maintain all documentation pertaining to incoming and outgoing loans including exhibition contracts, loan agreements, receipts, shipping documents, and condition reports.
• Arrange for appropriate shipping and crating for incoming and outgoing loans.
• Maintain or supervise maintenance of holding and processing areas (cleaning, dusting, etc.)
• Supervise and train employees and volunteers in the processing of collections.
• Write reports and correspondence.

Qualifications

Knowledge of:

• Museum collections management practices, specifically museum registration and ethics.
• Principles of museum conservation.
• Museum standards and techniques for shipping artifacts.
• Understanding of legal aspects of managing museum and archival collections.
• Computerized collection management software.
• Museum professional environmental standards and security practices.

Ability to:

• Set up and maintain detailed recordkeeping systems.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate effectively, both orally and in writing.
• Work on numerous projects simultaneously and prioritize multiple and long term projects.
• Safely handle artifact and archival collections in a variety of media.
• Examine and document artifacts for physical damage and/or defects.
• Plan, organize, and review work of subordinates.
• Train, supervise, and evaluate subordinates.

Experience and Education: Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

• Education: A Bachelor's Degree from an accredited college or university in art, art history, museum studies, or a related field.
• Experience: Four years museum experience (preferably history) with two of the years in a museum registration department. Substitution: A Master's Degree may substitute for one year of required experience.

Proof of Education: Should education be used to qualify for this position, then proof of education such as, but not limited to, university/college transcripts and degrees should be submitted with your application and will be required at the time of appointment. Unofficial documents and/or copies are acceptable. An applicant with a college degree obtained outside the United States must have education records evaluated by a credential's evaluation service. Evaluation of education records will be due at time of appointment.

Probationary Period: Employees must complete twelve (12) months of probation at a satisfactory performance level prior to gaining permanent status.

The Selection Procedure

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) – All applicants must complete and submit online a City of Sacramento employment application by the final filing deadline;

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
• If applicants do not list current and/or past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
• If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.

• Proof of education such as, but not limited to, university/college transcripts and degrees should be submitted online with your application. Proof of education will be required at time of appointment.
• Proof of certification and/or license should be submitted online with your application. Proof of certification and/or license will be required at time of appointment.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.
• If you're requesting Veteran's credit, a copy of your DD214 must be submitted online with your application or emailed to the Employment Office by the final filing deadline. Information regarding the use of Veteran's credit can be found in the Civil Service Board rules under rule 4.9C. (Download PDF reader)
• Applicants are responsible for attaching a copy of their DD214 to each position for which they apply.

2. Training and Experience Exam : (Weighted 100%) – The questions located at the end of the application are the Training and Experience (T&E) Exam. Responses to the T&E questions will be rated and scored. This exam will evaluate the relevance, level, and progression of a candidate's education, training and experience. The exam score will determine your ranking on the eligible list for this job. When completing the T&E questions, please note:

• Responses to the T&E questions must be submitted online; paper questionnaires will not be accepted.
• A resume will not substitute for the information required in the T&E questions.

3. Eligibility : Candidates who pass the Training and Experience Test will be placed on the eligible list. The hiring department may contact candidates for interview at any time during the life of the one-year list. Candidate's eligibility expires one year from the date of notification of a passing score for the Registrar examination.

4. Screening Committee : (Pass/Fail)– All candidates that pass the examination and are in one of the top three ranks will have their application forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration