Supervisory Archivist

Washington D.C.
Jun 23, 2017
Aug 07, 2017
Full Time

About the Agency

This position serves as the Head, Preparation Section, within the Manuscript Division of the Collections and Services Directorate. The incumbent reports directly to the Assistant Chief and is a key member of the administrative and supervisory staff of the Manuscript Division, which holds more than 63 million processed documents relating to American history and culture. The incumbent works highly independently, exercising judgment, making immediate decisions, and taking necessary actions in directing a group of employees in key areas of performance, including the organization, arrangement, and description of archival materials; handling and/or declassification of national security classified documents; digitization of collections; development of online access services; collection security and maintenance; and consultation and liaison services.

This position requires the ability to obtain and maintain a top security clearance and occasional Saturday service in Manuscript Reading Room.

The position description number for this position is 361106.

The salary range indicated reflects the locality pay adjustments for the Washington, D.C., Metropolitan area.

The incumbent of this position will work a flextime work schedule.

This is a supervisory, non-bargaining unit position.

Relocation expenses will not be authorized for the person(s) selected under this vacancy announcement.


Applicants must have had progressively responsible experience and training sufficient in scope and quality to furnish them with an acceptable level of the following knowledge, skills, and abilities to perform the duties of the position without more than normal supervision.

Ability to lead and supervise a diverse workforce.**

Ability to coordinate projects and set priorities.**

Knowledge of library archival records and collections management processes and procedures.**

Knowledge of automated tools, technologies, and metadata standards, such as integrated library systems, digital curation applications, and general office software, to support archival functions.

Ability to provide consultation or liaison duties.

Ability to provide research and reference services.

Ability to communicate in writing.

Ability to communicate effectively other than in writing.

The Supervisor leads his/her staff toward meeting the Library’s vision, mission, and goals by acting decisively, leveraging diversity and inclusiveness, demonstrating flexibility and resilience, fostering continuous improvement and innovation, and fostering integrity and honesty. To view the Library’s Supervisory Core Competencies click the following link:

Public Trust - Background Investigation


Plans and directs the work of the Preparation Section. Serves on the division's administrative team, ensuring coordination between the Preparation Section and other units. Works closely with the Assistant Chief on administration and establishment of long-range goals and objectives for the division. Recommends actions affecting budgets, staff, and space. Develops Requests for Proposals (RFP), works with the Contracts Office toward contract awards, and provides oversight of contractors' performance. Participates in the development of grant proposals to foundations and individuals, and engages in personal contacts with potential Library donors.

Supervises a group of employees performing work up to the GS-13 level. Provides administrative and technical supervision relative to the staff supervised. Plans work to be accomplished by the section, sets and adjusts short-term priorities, and prepares schedules for completion of work; assigns work to staff based on priorities, selective consideration of the difficulty and requirements of assignments, and the capabilities of employees. Establishes guidelines and performance expectations for staff and clearly communicates these through the formal employee performance management system. Resolves informal complaints and grievances. Recommends appointment, promotion, or reassignment and develops work improvement plans, recommending personnel actions as necessary. Effects minor disciplinary measures, such as warnings and reprimands, recommending other action in more serious cases. Reviews and approves or disapproves leave requests and certifies time and attendance records for staff.

Makes both long-range plans and develops specific strategies for processing, bibliographic and inventory control, archival description, digitization, and collectionmanagement. In so doing, identifies and integrates technical, financial and administrative factors of external program issues that have an immediate bearing on the work of the section (e.g., Library-wide Annual Performance Goals relating to arrearage reduction and digitization); adjusts immediate and long-range goals, objectives, plans, and schedules to meet changes in resources; determines project or program segments to be initiated, dropped, or curtailed; determines resources to devote to each of the various concurrent projects; and participates in developing technical proposals for outside funding.

Sets priorities for processing projects and levels of arrangement and description through an expert knowledge of the cultural and historical value of materials, information technology systems, and divisional legal and administrative obligations. Seeks the optimum mix of reduced operating costs and assurance of program effectiveness, including the introduction of more efficient procedures (e.g., More Product, Less Process) and the increased use of technology.

Supervises the receipt of manuscript collections acquired through gift, deposit, transfer, exchange, copyright, and purchase. Works with the specialists, Chief, and Assistant Chief to assure that out-of-scope acquisitions are rejected or transferred to appropriate units.

Maintains close control over the quality of accessioning, physical organization and description, cataloging, and digitization of collection materials. Serves as the officer in charge of the preparation of registers, indexes, and other finding aids and controls developed in the division. Provides editorial review of the section's written work product. Has direct responsibility for the accuracy and consistency of all inventory, cataloging, and indexing controls produced by the division whether for internal use or wider distribution.

Works with the Assistant Chief, Head of Reference and Reader Services, and the Classified Documents Officer in developing and implementing policies and procedures for the processing, declassification, and researcher use of government classified materials. In pursuing these duties, must qualify for top security clearance.

Develops and implements plans and policies for the preservation and physical security of the division's collections and space. Ensures the security of collections in transit between the division and its offsite storage facilities, including the safe transport of materials and the required tracking for circulation to onsite users. Provides oversight of materials sent for conservation treatment.

Maintains the official statistical records of materials received and processed, and prepares monthly, quarterly, and annual reports of the work accomplished in the Preparation Section.

Serves as the official spokesperson for the division and for the Library on matters relating to archival organization and description of classified and unclassified materials.

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