DIOCESE OF PENSACOLA-TALLAHASSEE

DIOCESE OF PENSACOLA-TALLAHASSEE
JOB DECRIPTION
JOB TITLE Diocesan Archivist/Human Resource Assistant
DEPARTMENT Chancellor/Human Resource
DATE 09/2025 FLSA STATUS: Exempt
JOB SUMMARY
The position of archivist is an office in the Church, and as such it carries responsibilities and
duties affecting the Curia of the Diocese. The archivist assists the administrators of the diocese
by managing the archives, over which the Bishop has ultimate oversight. The archivist is the
person who collects, organizes, and preserves the patrimony of the archdiocese, including the
acta of each department, under the direction of the Chancellor.
The archivist’s principal duty is to keep in good order and carefully preserve documents and
artifacts of importance relating to the history and state of the diocese (cf., cc. 486 and 491). This
includes data on the people of the diocese, living and deceased, and particularly those who have
ministered in it and who have been employed by it. Additionally, the archive will house all
documentation on the parish foundations and institutes of this particular church. This patrimony
may include objects of all kinds as well as written and verbal works—including, but not limited
to, letters, account books, ledgers, electronic mail, official decrees, annals and other chronicles,
audio/visual material, photographs (digital and print), art and other creative media and other
items related to Catholic life. In the archives, the archivist also purchases, collects and maintains
books for a research library and purchases necessary equipment affecting the functioning of the
archives.
The Human Resource Assistant performs a wide range of administrative duties for the Human
Resource Department to facilitate the efficient operation of each Diocesan site with regard to
employee hiring/termination processes, employee policies and employee benefits.
JOB RESPONSIBILITES
Include but not limited to the following
• Identifies, collects, arranges, describes and preserves (or oversees preservation of)
records in the archives.
• Produces, Creates/Procures a user-friendly electronic catalog that uses broad search
techniques.
• Produces/Creates/Procures an electronic image collection system ensuring preservation
and accessibility of the collection (i.e. scanning, digital photographs, etc.)
• Provides access to the collection for diocesan offices, parishes and qualified scholars.
• Performs outreach to other local archives and libraries to increase awareness of the
diocesan collection.
• Creates a uniform acquisition policy.
• Answers general questions from the public about diocesan history.
• Collect, organize and preserve the documents and items as described above, in
accordance with prevailing best practices of preservation and retention for diocesan
archives.
• The archivist will cooperate with the Diocesan Curia when called upon to provide
information and advice.
• Set and implement policies for accessing and accessioning material from the people and
institutions of the diocese.
• Set and implement policies for accessing and de-accessioning types of material found in
the diocesan archives.
• Set and implement policies for record retention and management in conjunction with
diocesan departmental offices and parishes.
• Prepare an annual budget and work in concert with the Finance Department to facilitate
payment of expenses related to the archives and its work.
• Purchase, collect, and maintain books or databases for the archives.
• Set and implement policies for an archival preservation program, including priorities for
digitization, cataloging methods, publicity, and display.
• Develop a collection and retention plan with guidelines for current digital collections and
future born-digital materials across the diocese.
• Provide research services for individuals (including representatives of the Provincial
government) seeking information found in the archives, and render assistance to on-site
patrons.
• Contract with vendors the support of archival projects, as necessary.
• Retrieve for vetting, cataloging, and preservation in the archives books and papers of any
deceased diocesan priest or bishop or works by or about them.
• Assist on or coordinate with parishes and other diocesan offices special projects of
historical significance.
• Participate in annual conferences and maintain membership in such other professional
societies as the archivist may determine useful.
• Stay current on new developments in archival science and Church history.
• Contribute to the history of the archdiocese and the field of church history through
research and publication.
• Contribute to the field of archival science through conference presentations and
publication as well as attendance at relevant conferences.
• Appraise, accession, catalog and retrieve archival materials.
• In coordination with the Chancellor and program directors, create and supervise a
retention schedule for records and communications.
• Assist in research involved in programs and projects by staff members and general
public.
• Maintain exhibits of historical materials in display cases
• Other responsibilities as assigned by the Bishop, Vicar General or Chancellor
• Assist employees or volunteers with any inquiries to the Human Resource Department or
directing calls, emails or individuals to appropriate Department.
• Assists with providing guidance and assistance to schools, parishes, and employees in
matters related to employee benefits and retirement programs.
• Assist, as needed, with processing payroll for all Diocesan sites.
• Assist with new hires, terminations and other HR related changes, to include input into
HRIS and payroll system(s)
• Assure discreet handling of all business.
• Assist with record retention and shredding.
• Handle sensitive information in a confidential manner.
SUPERVISION
SUPERVISED BY: The Chancellor as the Diocesan Archivist and HR Director as HR
Assistant.
SUPERVISES: N/A
JOB SPECIIFCATONS
EDUCATION: Master’s Degree in Archival Administration, Master of Library Science with a
concentration in Archival Administration, or Master’s Degree in History with experience
working in an archival repository and three to seven years’ experience working in an archival
repository required. Certified Archivist and or Certified Records Manager preferred.
EXPERIENCE: Five or more years of experience working with archival collections; records
management theory and practice; or a related field with an emphasis in museum studies, history,
anthropology, or art history. Experience working in a religious environment is preferred.
LICENSES CERTIFICATIONS AND/OR REGISTRATION: Valid Florida driver’s license.
Must pass background screening, motor vehicle report and credit check.
EQUIPMENT/TOOLS/WORK-AIDS: Computer, typewriter, calculator, photocopier, facsimile
machines and multi-line phone system. Strong proficiency in Microsoft Applications. Computer
literacy, working knowledge of Microsoft Office application software, familiarity with electronic
document management software and its applications, knowledge of document and photograph
imaging software.
SPECIALIZED KNOWLEDGE & SKILLS: Knowledge and experience relating to the
administration of temporal goods and archives. Solid academic understanding in theology and
Roman Catholic traditions. Knowledge of collections management, specifically related to
historic and artistic collections. Knowledge of local church history as well as a working
knowledge of the Diocese of Pensacola-Tallahassee.
PERSONAL TRAITS, QUALITIES & APTITUDES: Strong interpersonal skills essential.
Ability to exercise good judgment in handling difficult and/or sensitive situations, with ability to
maintain confidentiality in all transactions. Ability to exercise good organizational and time
management skills, ability to manage projects and multiple priorities. Archival and records
management skills as defined by current professional practices and standards. Ability to
communicate effectively both written and oral, including the ability to draft policies, budgets,
reports and forms. Must be a team player.
Must possess excellent analytical skills; Strong knowledge of accounting principles and
practices; Must be self motivated and have the ability to prioritize; Excellent interpersonal
communication skills; Ability to present oneself professionally; Excellent record-keeping skills;
Ability to work toward and meet project deadlines; Good facilitation skills with ability to
conduct presentations and/or meetings; Ability to maintain confidentiality; Ability to adapt to
changes in routine or schedule.
Process materials in a timely manner; Accountable for accurate and timely cataloging;
Accountable for all materials and documentation received in the department; Adhere to deadlines
for and requests for information related to catalogued materials.
WORK CONDITIONS: Inside environment, protected from weather, but not necessarily from
temperature changes.
PHYSICAL DEMANDS/TRAITS: Requires prolonged standing, walking and/or sitting.
Requires physical exertion to manually, move, lift, carry, pull or push objects or materials up to
35 pounds. May require occasional stooping, bending and reaching. Will work in a setting,
which is humidity controlled. May be exposed to materials which may contain dust.
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