Temporary Program Assistant (Part time)

Archiving Assistant

The Archiving Assistant supports the organization in managing, preserving, and retrieving physical and digital records. This role ensures documents are accurately filed, securely stored, and easily accessible while following established archiving policies and data-protection standards.

Key Essential Functions:

• Document Management
  • Organize, classify, and file physical and digital records according to established systems.
  • Prepare documents for archiving, including labeling, indexing, and scanning.
  • Maintain accurate inventories and databases of archived materials.
• Digital Archiving
  • Scan and digitize documents using appropriate equipment and software.
  • Upload and categorize digital files in electronic document management systems (EDMS).
  • Assist with data migration, backup, and digital preservation tasks.
• Retrieval Support
  • Respond to file retrieval requests from staff and departments in a timely manner.
  • Track file movement to ensure proper chain-of-custody and record control.
  • Refile documents after use, ensuring they are correctly stored.
• Compliance & Quality Control
  • Ensure records management complies with organizational policies and legal regulations.
  • Conduct regular audits to verify accuracy and completeness of archives.
  • Identify and report damaged or deteriorating materials for preservation.
• General Support
  • Assist with organizing archive rooms, storage areas, and digital repositories.
  • Update logs, spreadsheets, and databases as needed.
  • Provide administrative support to the Records or Archiving Manager.

Core competencies for the position include:

• Strong organizational and time-management skills.
• High attention to detail and accuracy.
• Familiarity with filing systems and archiving principles.
• Basic knowledge of digital scanning and document-management software.
• Ability to handle confidential information responsibly.
• Proficiency in MS Office or similar applications.
• Good communication and teamwork skills

Educational/Training Required:

High School Diploma or GED Equivalent required.

Experience Required/Language Preference:

• Experience in records management, library science, or administrative support (preferred but not required).
• Knowledge of data protection regulations and retention policies.
• Experience with electronic document management systems (EDMS)

Computer Skills Required:

• Familiarity with Microsoft Office suite of products (Excel, Word, PowerPoint, etc.).
• Ability and willingness to learn new systems and application software.

Visual and Manual Dexterity:

• Ability to read paper and electronic documents
• Ability to perform data entry into various computer programs as needed

Work Environment/Physical Effort:

• May involve lifting boxes of documents (typically 1025 lbs / 512 kg).
• Work may be split between office, archive room, and storage environments.

We are an equal opportunity employer that does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, marital status, veteran status, or any other status protected by applicable federal, state, or local law.