The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The organization retains the right to modify or change the duties or essential functions of the job at any time.
- Works with Collections Division staff to maintain consistency of all museum records and best professional practices
- Trains and supervises volunteers in the area of registration
- Checks information on accession worksheets prior to entering into the computer using nomenclature, texts and code sheets; also pulling files, cards, and artifacts for measurements or other pertinent information.
- Answer incoming calls/greet visitors or volunteers. This includes initial answering of collections division calls, answering questions, and providing information.
- Enters data, checks computer for previous entries that include donor name, collection status, and artifact status; edits or composes definitions as needed; and enters artifact data (donor information, collection information, measurements, references, conditions, etc.) into computer database.
- Re-catalogues artifacts; this includes verifying information, re-cataloging, pulling artifacts, re-numbering artifacts, writing descriptions, computer entry of revised data, correcting existing log (register), printing out new accession sheets and cards, and returning artifacts to their original location.
- Prints cards and accession sheets for entered collections. This includes printing, proofing, filing, and logging information into register.
- Contract preparations and other correspondence. This includes checking register, pulling files, drafting responses if needed, or typing letters, contracts, general correspondence, mailing, sorting and filing when complete.
- Researching records. This includes checking old accession sheets and catalog cards to transfer information to the computer, new cards, and accession work sheets after they have been entered into the computer to reflect entries in the record for past exhibits or restoration work.
- Checks register entries. This includes completing contracts and files that need permanent documents generated after computer entry or when corrections have been made.
- Maintains incoming and outgoing loan agreement terms, condition reports, location changes, computer database, certificates of insurance, and other pertinent materials.
- Plans and arranges workload and establishes priorities to complete scheduled assigned work within parameters and deadlines assigned by supervisor.
- Delivers services to customers and staff.
- Thorough questioning determines customers' needs. Provides the information or assistance required to satisfy the customers' needs. Accurately answers customers' questions and assists customers in using the resources of the museum. Questions are answered face to face by use of a telephone and/or email.
- May serve as an Emergency Worker
- May be assigned to serve as a receptionist during lunch periods to answer telephone calls, greet visitors, answer questions, and provide information and assistance to customers.
- Performs other assignments and projects as required.
REPORTING RELATIONSHIPS/SUPERVISORY DUTIES
This Position Reports to: Curator of Collections
This Position has Supervisory Responsibility for: None
Provides information, advice, assistance, and directions to volunteers working for the Collections Division.
KNOWLEDGE, SKILLS & ABILITIES
- Requires solid knowledge of the principles of museum records management including museum collection documentation, loan forms, donor contracts, cataloging information and records, filing articles alphabetically and numerically, and the ability to apply that knowledge to perform the essential duties of the position.
- Requires basic knowledge of artifact handling principles and procedures and the ability to apply those principles and procedures to perform the essential duties of the position.
- Requires solid knowledge of computer operation, solid skills in computer operation, computer records management, and the ability to access and retrieve needed information using the computer.
- Requires ability to effectively and courteously communicate and interact with customers and staff members who request information and services. Customers may occasionally be angry, argumentative, or disagreeable.
- Requires solid organization skills and basic knowledge of research techniques using museum catalogs and books and the ability to apply that knowledge to perform the essential functions of the position.
- Requires ability to establish and conduct verbal communications through speaking, talking, and hearing.
- The following mental abilities are needed to perform the essential duties of this position: alertness, precision, problem-solving, analytic ability, resourcefulness, flexibility, tact, ingenuity, spatial perception, tactile discrimination, auditory discrimination, speaking, memory, creativity, concentration, judgment, olfactory discrimination, writing, reasoning, imagination, initiative, patience, visual discrimination, and persuasiveness.
- Requires the ability to read and understand written information. Ability to compose information and instruction in written form.
- Requires the ability to translate verbal communication into effective written material, e.g., reports and other documents.
- Requires the ability to utilize analytical skills and apply results.
- Requires the ability to use and apply technology.
MATERIALS AND EQUIPMENT DIRECTLY USED
- Personal computer with assigned software; telephone, fax, photocopier; any modern office technology; donated and purchased historical artifacts; 6-foot step ladder, hand trucks and wheeled carts; small hand tools including screwdrivers, hammers, and pliers; metric and Standard tape measures; sewing needles and threads.
- Personal vehicle or assigned city vehicle that includes mini-van, three-quarter ton truck, hand and power tools, and freight elevator.
- Digital camera, printers, and scanners.
WORKING ENVIRONMENT/PHYSICAL ACTIVITIES
- The following physical skills and abilities are needed to perform the essential duties of this position: occasional lifting, carrying, pushing, and pulling artifacts and other objects (with the use of hand trucks and carts when appropriate) weighing 1-50 occasionally assisting other staff members in moving desks, tables, exhibit props, and artifacts weighing up to 200 pounds; occasionally moving, placing, and operating ladders to access artifacts or other objects stored on shelves at heights up to 12 feet; occasionally climbing ladders and stairs; occasionally stooping, kneeling, crouching, and crawling and frequently reaching and handling to work with objects and artifacts; constantly fingering and feeling to operate equipment and handle artifacts; frequently talking to establish and maintain verbal communications in-person, by telephone and intercom system; occasional hearing ordinary conversations and alarm/equipment sounds including smoke and fire alarms and doorbells; occasional smelling to detect smoke and caustic chemicals; constant seeing with near acuity, depth perception, accommodation, color vision, and field of vision to see and operate work objects; occasional seeing with far acuity to see objects at the worksite and see people and structures.
- This work is performed while in a sitting position to operate equipment and handle artifacts; walking; and standing.
- This work is performed indoors in a museum collections building that includes a laboratory, office, and warehouse-type storage areas; and outdoors on the museum grounds during special museum events.
- Outdoor work activities may include exposure to: extreme cold; extreme heat; occasional exposure to wet and/or humid weather including snow, ice, rain, hail; high winds, and sun. Indoor work may include occasional exposure to fumes, odors, dusts, and gases from artifacts; occasional exposure to caustic chemicals from cleaning solvents, artifacts containing old poisons and medications (eye goggles and dust masks are provided and must be worn while working with these exposures present); occasional exposure to farm animals, dusts, and hay in farm areas; occasional exposure to mechanical hazards from mechanical artifacts; and occasional work from step ladders.