Archival Assistant Job Description [Updated for 2025]

In the modern era, the role of archival assistants has become increasingly vital.

As we delve deeper into the information age, the demand for proficient individuals capable of organizing, preserving, and accessing our vast repositories of knowledge continues to surge.

But what does it truly mean to be an archival assistant?

Whether you are:

• A job seeker trying to understand the intricacies of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the behind-the-scenes of archival work,

You’ve come to the right place.

Today, we’re presenting a customizable archival assistant job description template, designed for effortless posting on job boards or career sites.

Let’s delve into it.

Archival Assistant Duties and Responsibilities

Archival Assistants work closely with Archivists to maintain, process, and organize documents and materials that are important for historical, cultural or administrative purposes.

They are responsible for assisting with the organization and preservation of these materials, and facilitating access to those who need them.

The duties and responsibilities of an Archival Assistant include:

• Assist in processing, sorting, and cataloging archival materials
• Preserve documents and materials by cleaning and repairing as needed
• Organize and maintain the archival storage areas
• Conduct research to identify and authenticate documents and artifacts
• Respond to inquiries from researchers, providing them with access to archival materials as needed
• Prepare and digitize documents for electronic storage and use
• Update and maintain the database and inventory of archival materials
• Assist in the preparation of displays and exhibits
• Follow proper archival procedures to ensure the longevity and preservation of documents and materials
• Work under the direction of an Archivist to complete project-based tasks

 

Archival Assistant Job Description Template

Job Brief

We are looking for a meticulous and detail-oriented Archival Assistant to help manage and protect our collection of historical documents and artifacts.

The Archival Assistant’s responsibilities will include cataloging and preserving important documents, providing research assistance, and facilitating access to the collection.

Our ideal candidate has a background in Library Science or History, is familiar with archival practices, and has strong organizational skills.

Ultimately, the role of the Archival Assistant is to maintain the integrity of our collection, and ensure that it is accessible for research and educational purposes.

 

Responsibilities

• Assist in the preservation, cataloging, and digitization of documents and artifacts
• Provide research assistance to students, scholars, and other individuals
• Facilitate access to the collection
• Assist with exhibitions and displays
• Ensure the proper handling and storage of documents and artifacts
• Document and maintain records of the collection
• Adhere to best practices in archival management
• Assist with the acquisition of new materials

 

Qualifications

• Proven work experience in an archival setting or similar role
• Knowledge of cataloging systems and archival practices
• Strong organizational skills and attention to detail
• Ability to handle delicate and valuable items with care
• Proficiency in digital archiving and record keeping
• Excellent written and verbal communication skills
• A Bachelor’s degree in History, Library Science, or a related field

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Archival Assistant
• Work Environment: This position is primarily office-based, with some time spent in storage areas. Care must be taken when handling delicate items.
• Reporting Structure: Reports to the Archivist or Collection Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $35,000 minimum to $55,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does an Archival Assistant Do?

Archival Assistants are typically employed by institutions like libraries, museums, government agencies, and universities.

They can also work for private organizations that need to manage and preserve substantial amounts of records or documents.

They assist Archivists in organizing, cataloging and preserving valuable documents, photographs, films, and records that hold historical significance.

This includes tasks such as documenting, scanning, and ensuring the appropriate storage conditions for these items.

Their role includes handling fragile materials with care, conducting research to verify the information on documents and even helping in the digitization process of physical records.

Archival Assistants often interact with the public, answering queries and assisting researchers and visitors in locating and using materials stored in the archives.

They may also have the responsibility of maintaining the archive’s database, recording new additions, and ensuring that the information is accurate and up-to-date.

In addition, they may assist in the development and implementation of outreach programs, such as exhibitions or presentations, to educate the public about the value and use of the archives.

Each archive will have its own specific protocols that the Archival Assistant needs to learn and follow to ensure the preservation and accessibility of the collections.

 

Archival Assistant Qualifications and Skills

An Archival Assistant should have skills and qualifications that align with the nature of the job, which involves managing and preserving historical and valuable records.

These include:

• Understanding of archival principles and techniques to organize and preserve documents and materials effectively.
• Attention to detail in order to handle documents carefully and maintain accurate records of archival materials.
• Knowledge of computer systems and databases for storing, cataloging, and retrieving documents.
• Interpersonal skills for interacting with researchers, students, and the public who seek information from the archives.
• Ability to work independently and in a team to manage multiple tasks and projects simultaneously.
• Research skills for assisting users in finding the information they need from the archives.
• Physical stamina for moving and arranging boxes of archival materials.
• Communication skills to clearly and effectively share information about archival materials with users and staff.

 

Archival Assistant Experience Requirements

Archival Assistants are typically required to have a Bachelor’s degree in Library Science, History, or a related field.

However, the most important factor is often the amount of professional experience in a similar role or setting.

Entry-level candidates may have 1 to 2 years of experience, commonly acquired through internships or part-time roles in libraries, museums, or research institutions.

These professionals often gain on-the-job experience in roles such as Library Assistant, Document Processor, or Research Assistant.

Candidates with more than 2 years of experience are generally expected to have developed their skills in archival research, cataloging, document preservation, and digital archiving.

They may also have experience with specific archival software and databases.

Those with more than 5 years of experience in archival work are often considered for senior roles or supervisory positions.

They are expected to have a deep understanding of the principles and practices of archival science, and may also have experience in managing projects or leading teams.

In some cases, candidates may be required to have a Master’s degree in Library and Information Science or a related field, particularly for roles in academic or research institutions.

Additional certifications in archival studies or related fields can also be beneficial.

 

Archival Assistant Education and Training Requirements

Archival Assistants typically require a bachelor’s degree in history, library science, archival science, or a related field.

They must have an understanding of archival practices and procedures, cataloging, and preservation techniques.

Knowledge of the specific type of collection they will be working with, such as historical documents, photographs, or digital collections, is often necessary as well.

Many positions require experience with database management and digitization software, so coursework or experience in information technology can be beneficial.

Some employers prefer candidates with a master’s degree in archival studies or a related field.

This advanced degree often includes practical experience through internships or fieldwork in an archive, museum, or special collections library.

Certifications from organizations such as the Academy of Certified Archivists can further demonstrate a candidate’s expertise.

This usually requires meeting a combination of education and experience requirements and passing an exam.

Ongoing professional development is important in this field, as new technologies and practices for preservation and digitization are continually emerging.

 

Archival Assistant Salary Expectations

The average salary for an Archival Assistant is approximately $39,000 (USD) per year.

The actual income can fluctuate based on factors such as experience, specific skills, location, and the type of institution that employs them.

 

Archival Assistant Job Description FAQs

What skills does an Archival Assistant need?

An Archival Assistant should have strong organizational skills to effectively catalog and manage a wide array of documents and artifacts.

Excellent attention to detail is necessary for identifying and preserving valuable information.

Additionally, they should have good computer skills, especially with database management software, to digitize archives and maintain electronic records.

Interpersonal skills are also important as they may interact with researchers or the public.

 

Do Archival Assistants need a degree?

While it’s not always mandatory, most employers prefer Archival Assistants to have a bachelor’s degree in History, Library Science, or a related field.

Some positions may also require a master’s degree in archival studies or library science with a concentration in archival work.

Relevant experience in a library or museum setting can be beneficial.

 

What should you look for in an Archival Assistant resume?

An Archival Assistant resume should highlight their education in a relevant field, as well as any work experience in archival, museum, or library settings.

Specialized skills such as knowledge of digital archiving systems, cataloging, and preservation techniques should be mentioned.

Additionally, look for any experience with research or customer service, as these skills are often useful in this role.

 

What qualities make a good Archival Assistant?

A good Archival Assistant is precise, meticulous, and detail-oriented.

They have strong organizational skills that help them catalog and retrieve items efficiently.

They have a respect for history and a keen interest in preservation.

Additionally, good Archival Assistants have patience and excellent research abilities, as they may need to spend time locating specific documents or artifacts.

 

What are the daily duties of an Archival Assistant?

On a typical day, an Archival Assistant might catalog new items, assist researchers in finding specific documents, maintain the organization of the archive, and preserve artifacts and documents.

They may also spend time digitizing documents and updating electronic records.

Some Archival Assistants might also assist with exhibitions or public outreach programs.

 

Conclusion

And there you have it.

Today, we’ve illuminated the key aspects of being an archival assistant.

Surprise, surprise?

It’s not just about organizing files.

It’s about preserving history, one document at a time.

With our handy archival assistant job description template and real-world examples, you’re prepared to take the leap.

But why halt your momentum?

Dig further with our job description generator. It’s your secret weapon for creating meticulously detailed listings or honing your resume to perfection.

Remember:

Every document you handle is a piece of a larger historical puzzle.

Let’s safeguard that history. Together.

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