Archives Specialist

Middlesex County•North Brunswick Township, NJ

5d•Onsite

About The Position

The Archives Specialist is responsible for supporting the daily operations of the Archives and Records Management team through the secure storage, retrieval, transportation, digitization, and disposition of County records. This position ensures records are accurately maintained throughout their lifecycle while providing exceptional customer service to County departments and municipalities. This individual is responsible for maintaining warehouse organization, operating specialized equipment, assisting with archival digitization projects, and ensuring compliance with all applicable records retention schedules, policies and safety standards.

Requirements

Minimum of 3 years of professional experience in archives, warehousing, or performing similar functions.
Experience managing institutional archives or large-scale digitization projects.
Knowledge of data management and records retention schedules.
Minimum of an associate's degree in a related field.
Must be able to type a minimum of 40 words per minute (WPM).
Valid New Jersey Driver's License required.
Knowledge of records management principles and records retention schedules.
Ability to maintain strict confidentiality.
Strong organizational and time management skills, with the ability to prioritize multiple assignments while meeting deadlines.
Excellent attention to detail and accuracy.
Strong interpersonal and customer service skills.
Proficiency in Microsoft Office applications.
Ability to use Records Inventory Management Systems (RIMS) and document imaging software effectively.
Ability to work independently and as part of a collaborative team.
Ability to frequently lift and carry boxes weighing up to 50 pounds.
Ability to frequently push and pull loaded carts and pallet jacks.
Ability to stand, walk, bend, kneel, climb ladders, and reach for extended periods.
Ability to operate forklifts, pallet jacks, hand trucks, and other warehouse equipment safely.
Ability to work in warehouse environments with varying temperatures.
Sufficient visual acuity to read labels, inventory records, and digital images.
Manual dexterity to operate computers, scanners, and material handling equipment.

Nice To Haves

Forklift certification preferred.

Responsibilities

Prepare records for scanning by organizing, indexing, and performing quality control reviews.
Operate high-volume scanning equipment and related software.
Perform image quality assurance to ensure complete, accurate, and legible digital records.
Index electronic documents and verify metadata accuracy.
Assist with archival processing, preservation, labeling, and organization of permanent records.
Assist with digital records management initiatives and electronic document organization.
Support special archives, preservation, and digitization projects as assigned.
Maintain scanning equipment and report maintenance or repair needs.
Perform data entry with a high level of accuracy.
Assist with department reports, inventories, and special projects.
Receive, inspect, inventory, and accurately shelve records boxes and archival materials.
Perform daily pickups and deliveries of records to County departments and approved off-site locations.
Retrieve and return records promptly in response to customer requests.
Utilize the Records Information Management System (RIMS) to accurately track inventory, locations, requests, transfers, and destructions.
Identify damaged or compromised records storage boxes, transfer contents to new boxes as needed, and reprint and apply replacement identification labels to ensure accurate tracking and storage.
Maintain accurate inventory records and assist with periodic inventory audits.
Ensure proper storage methods are followed to maximize warehouse capacity and preserve records.
Assist with records destruction activities in accordance with approved retention schedules, County policies, and applicable State regulations.
Notify departments when records become eligible for destruction and assist with coordinating approvals.
Maintain the confidentiality of all records and information handled in accordance with applicable laws and County policies.
Follow all warehouse safety procedures and maintain a safe working environment.
Maintain a clean, organized, and secure warehouse environment.
Conduct routine inspections of warehouse shelving, storage areas, and equipment.
Safely operate forklifts, electric pallet jacks, hand trucks, and other material handling equipment.
Perform routine maintenance checks on warehouse equipment and report mechanical issues.
Maintain warehouse supplies, recommend replenishment, and assist with organizing warehouse layouts to maximize storage efficiency.
Operate County vehicles to transport records and archival materials.
Maintain vehicle cleanliness and report required maintenance or repair needs.
Track vehicle mileage and fuel usage in accordance with County procedures.
Provide courteous and professional service to County departments, municipalities, and authorized users.
Respond promptly to record requests and inquiries.
Coordinate pickups, deliveries, transfers, and returns of records.
Communicate effectively regarding records retention, storage procedures, and inventory status.