Archives Operations Manager - Archives & History - Baldwin County Commission

The Archives Operations Manager for the Baldwin County Department of Archives and History is responsible for overseeing the daily administrative and operational functions of the department. This position serves as the central point of coordination for staff, projects, facilities, and internal processes, ensuring efficient workflow, effective communication, and high-quality service to the public and our county departments. The position provides direct support to the Director while supervising and leading support staff and assisting with departmental planning and implementation. The Archives Operations Manager supports the Director by managing day-to-day operations, allowing for a stronger focus on strategic initiatives and partnerships. 

Successful applicants must pass a criminal and motor vehicle background check and will be subject to a pre-employment drug test and physical.A. Facility 

1. Coordinates operations of the primary workplace facility as requested by the Director of Archives.  
2. Oversees and coordinates general day-to-day facility operations with kindness, professionalism, tact and an emphasis on responsiveness.
3. Supervises daily activities of the Archives Specialist, park staff, and temporary employees.
4. Coordinates work schedules and assignments to ensure coverage and efficiency. 
5. Monitor workflow and ensure timely completion of tasks and projects. 
6. Serve as a point of contact for operational issues and problem resolution.
7. Assist with implementation of departmental policies and procedures. 
8. Support event coordination and operational readiness at Bicentennial Park.
9. Review and track reports, logs, and operational documentation. 
10. Assist with the onboarding and training of staff, interns, and volunteers.
11. Maintain communication between the staff and Director regarding operation and workflows.
12. Ensure compliance with county policies, safety standards, and procedures.
13. Perform administrative duties including documentation, scheduling, and coordination.
14. Assist with special projects as assigned. 

B. Clerical

1. Processes archival materials as directed.
2. Assists other county departments with their records management programs as needed.  
3. Assists with reference requests as directed.
4. Supports Director and Department with special assignments as directed.
5. Takes notation and dictation as needed.
6. Types and/or prepares correspondence and various documents as requested.
7. Coordinates training course registrations and travel reservations as needed. 
8. Takes minutes and proofreads minutes as requested. 
9. Schedules meetings, coordinates newspaper advertisements as requested.
10. Accomplishes research as directed.

C. Reception and Referral

1. Greets visitors to the office, refers them to whom they need to see, and makes them comfortable if they must wait.
2. Answers incoming calls to the office.
3. Provides whatever information is available to general inquiries.

D. Administrative Operations

1.  Coordinates and oversees daily operations of the Archives and History Department and related facilities.
2. Ensures efficient workflow, organization, and completion of administrative functions.
3. Develops and implements internal procedures to improve operational efficiency.
4. Monitors office supply inventory and prepares requisitions in accordance with county policies.
5. Maintains department records, files and documentation in compliance with established procedures.

E. Staff Supervision & Coordination

1.  Work is performed under the general supervision of the Director.
2. Supervises Archives Specialists, Park Attendants, Interns, Temps, and Volunteers.
3. Plans, assigns, and reviews work to ensure accuracy, efficiency, and completion.
4. Provide training and guidance to staff on departmental procedures and expectations.
5. Assists with scheduling, timekeeping coordination, and daily staffing needs.
6. Promotes a professional responsive, and service-oriented work environment.
7. Exercises independent judgement in managing daily operations and administrative functions.
8. Proves recommendations for process improvements and operational efficiency.
9. Handles routine matters independently and escalates complex issues as needed.
10. Exercises independent judgment in managing daily operations and administrative functions.

F. Clerical & Executive Support

1.  Provides direct administrative support to the Director, including correspondence, scheduling, and document preparation.
2. Prepare reports, memoranda, and official communications as requested.
3. Coordinates meetings, prepares agendas, and records minutes as needed.
4. Assists in the preparation of Commission agenda items, reports, and supporting documentation.
5. Maintains confidentiality of sensitive information and records.
6. Assists with budget tracking, purchasing, and financial documentation.
7. Prepares and processes requisitions, invoices, and related purchasing documentation.
8. Coordinates with Finance and Purchasing to ensure compliance with county policies.
9. Track expenditures and assists in compiling budget-related reports.
10. Oversees reception functions and ensures professional customer service to visitors and callers.
11. Responds to general inquiries and directs requests appropriately.
12. Ensures the office environment is organized, welcoming, and operationally efficient.

G. Outreach & Public Programming

1.  Assists with the coordination and execution of county and departmental events, programs, and projects.
2. Supports interdepartmental initiatives and collaborative efforts.
3. Assists with logistics for public programs, tours, and special events.
4. Assists with archival programming to include publicity and public outreach programs.
5. Performs other administrative and operational duties as assigned by the Director.

H. Representative Duties

1. Identify problems associated with the identification and proper handling of historical and literary manuscripts and flag them for review by the Director.
2.  Review and verify folder contents against container lists.
3. Maintain accurate records and prepares reports on departmental activities.
4. Compile daily work statistics.
5. Serves as a liaison between the department and other county offices.
6. Ensure compliance with county policies, procedures, and standards.
7. Perform other duties incidental to archival activities as assigned by the Director.

1. Associate’s or Bachelor’s degree in Business Administration, Public Administration, or a related field preferred, or a combination of training and experience equivalent to these requirements.
2. Minimum of three (3) years of supervisor or leadership experience required.
3. Experience in administrative operations, office management, or public service environment, required.
4. Minimum two (2) years experience working in an archives or records management setting, preferred.
5. Have a valid driver's license and be insurable by the county’s insurance standard.

Other Characteristics

1. Willing to work non-standard hours, occasional evenings, and weekends for events or department needs, when necessary. 
2. Be willing to attend educational courses for advanced training.
3. Familiarity working in an archives, library, or museum environment.
4. Ability to work under pressure and meet recurring deadlines.
5. Strong attention to detail and a commitment to accuracy.

Physical Requirements

1. Ability to perform general office duties, including sitting, standing, and lifting.
2. Ability to lift heavy material, push loaded book carts, and climb ladders.
3. Must have good manual dexterity for operating office equipment.
4. Must have the ability to lift 25-50 lbs. as needed.

(Any item with an asterisk will be taught on the job)

1. Ability to supervise, lead, train, and evaluate staff.
2. Ability to coordinate multiple tasks and staff simultaneously.
3. Knowledge of administrative and operational procedures.
4. Strong communication and organization skills.
5. Ability to solve problems and make decisions in a fast-paced environment.
6. Proficiency in Microsoft Office, Excel, and general Microsoft Office software.
7. Knowledge of county policies, procedures, and organizational structure.
8. Ability to establish and maintain effective working relationships with supervisors, co-workers, and general public.
9. Ability to manage multiple projects and deadlines simultaneously.
10. Knowledge of Records Management theory and practice.
11. Ability to assist patrons with requests in a professional and friendly manner.
12. Knowledge of filing procedures.
13. Ability to prepare reports, correspondence, and official documents.