Assistant Archivist (Temporary) for provincial government ministry client, North York, ON

Location: North York, ON
Compensation: $33.07/hr (temporary position)


Job recruitment through Marberg Staffing, Marberg Job Number: 2255.

• Job Type:  Temporary.
• Initial Term:  From May 21 2024 to August 23, 2024.
• Compensation:  $33.07 per hour.
• Regular Work Hours:  7.25 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).
• Work Location: 100% onsite at client's North York office, near TTC station.    

Description and Duties:

Ergonomic Requirements:  In addition to regular desk work, the position will require regularly lifting weights of up to 50lbs; handling old records that may be dusty or delicate; bending, crouching, reaching, overhead lifting and climbing on small ladders or step stools; walking extended distances within and between buildings; pushing or pulling a cart or dolly; standing for extended periods; and other ergonomic activities associated with handling, retrieving and re-shelving files, books, folios, archive boxes and other hard copy documentation.

Responsibilities Summary:    

• To process and provide access to archival materials in compliance with legislative and policy directives.  To support customer service and Freedom of Information requests; communications, educational and promotional programs; and corporate storage and retrieval programs for provincial archival collections.
• Create content lists for boxes of archival records, according to specific criteria and institutional standards.
• Provide assistance with arrangement and description of archival records relating historical development of Ontario society and key government decisions.
• Maintain custody of documentation and manage access for research purposes.
• Provide reference services to client ministries, agencies, historians, genealogists, media, the legal community and the general public.
• Undertake outreach and educational activities to promote public awareness.
• Support management of unique and fragile archival holdings.  Apply preservation and maintenance standards and techniques, monitor storage conditions, and assist in describing and making the collection available for research.
• Create documents lists and preliminary descriptions; integrate documents and files in compliance with record-keeping system; prepare materials for archival storage; enter data into tracking system; and cull records in compliance with records management policy.
• Provide reference services to client ministries, agencies, historians and the general public.  Interview clients to determine needs, explain policies and procedures for records access, and assist with necessary paperwork.
• Oversee reading room access and ensure appropriate handling of materials.   
• Receive, track, review, forward and follow up on email inquiries. Prepare reports and compile information as requested.
• Additional archival responsibilities as required.

Qualifications:    

• Education:  Post Secondary Degree in related discipline.     
• Preferred Work Experience:   At least 4+ years of related professional experience, or equivalent combination of education and work experience.
• Preferred Sector Experience:  Public, academic and/or historical records management experience preferred.

Technical and Language Skills Requirements:    

• Proficiency with word processing, spreadsheets, database management, electronic records management systems, and online search applications (selected software may be tested).
• Excellent data entry skills and attention to detail (will be tested).
• Strong English communication skills, including advanced level business writing skills, excellent reading comprehension skills, and polished, professional verbal communication skills.
• Fluency in written and verbal French a strong asset.

Task -Based Qualifications and Additional Attributes:     

• Knowledge of archival theory and practice including accessioning, arrangement, listing, Rules for Archival Description (RAD), as well as related legislation including Archives Act, FIPPA, and Copyright Act.
• Familiarity with Ontario history and structure of the Ontario government.
• Familiarity with historical and technological development of media to determine appropriate preservation action and identify technical needs.
• Analytical and evaluative skills to create listings and preliminary descriptions for incoming records.
• Excellent communication and customer service skills to interview and consult with clients, explain policies and procedures, and resolve problems in a positive manner.
• Demonstrated record of professional conduct and character. Responsible, reliable and works to deadlines.
• Proven ability to professionally handle confidential information and exercise good judgment in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:    

• Able to safely lift and move containers weighing between 35 to 50 lbs.  
• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Ability to complete a satisfactory Provincial Government security check which may include a Fingerprint Check, prior to assignment start.  Please note that Marberg will reimburse for the cost of the security checks upon confirmation of assignment start and submission of approved expense receipts.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

Additional Information:

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Candidates are only contacted via official phone call, email, or Linkedin message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians.  Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

How to Apply:

Please note that for this position, Marberg Staffing only accepts applications through LinkedIn and marberg.com.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Deadline - Until the position is filled