MUSEUM/ARCHIVES REGISTRAR AND COLLECTION MANAGER

9E03

PAY RANGE: EP17

GENERAL DEFINITION

This is museum work cataloging and registering museum objects and maintaining records of materials loaned to and by the Philadelphia History Museum at Atwater Kent or archival work managing a collection in the city’s archives of the Records Department. The employees in this class are responsible for coordinating all aspects of collection management and requests for access to the collection according to professional and institutional standards and ensuring adherence to copyright law, contractual agreements and other legal guidelines governing the use of reproductions from the collection. The employee in the Parks and Recreation assignment also prepares museum inventory lists and catalogs, maintains records of objects loaned for educational purposes, and maintains a register of new museum acquisitions. The employee in the Records Department assignment is responsible for identifying, classifying, indexing, and cataloging records and documents in the archives collection for retention. The employees in this class serve as an assistant to senior staff by providing records of all objects used in museum exhibits or stored in the archives. Work is performed at the local off-site storage location for the collection under the supervision of an administrative or technical superior.

ALLOCATING FACTORS: (The following conditions must be present for a position to be allocated to this class)

1. The employees in this class must perform work in collection management and registration of museum objects for the Philadelphia History Museum at Atwater Kent or in classification and cataloging of records in the City’s archives for retention in the Records Department.

2. This position must be located at the Philadelphia History Museum Atwater Kent or Records Department at an off-site storage facility.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

All Assignments

Manages preservation of the collection by providing routine care and maintenance; identifies conservation needs and monitors work by contracted conservators; ensures security of collection on display, in transit and in storage; participates in the development of institutional policies, procedures and strategies governing the documentation, preservation and the use of the collection and digital collection surrogates. Makes recommendations for annual budget; may provide technical direction to

departmental interns and volunteers or visitors.

Prepares inventory lists and catalogs as guides.

Performs related work as required.

Records Assignment

Reviews and analyzes terminal records submitted by existing and past city agencies and public bodies in order to determine the origin of all records and documents by searching out the organization, function and history of the generating agencies.

Researches and consults past ordinances, statutes, histories and newspaper articles in order to establish provenance; makes archival classifications based upon findings; prepares written descriptions detailing history of originating agencies and the records.

Performs public service work assisting customers’ request to access and research the collection according to policies and practices of the Record’s Department.

Collaborates with other City Archivists, consultants, and external partners in daily operations and special projects as assigned.

Parks and Recreation Assignment

Organizes, maintains and enhances manual and electronic records to document collection object history and use in the museum; examines shipments of items and notes their condition upon receipt; reviews shipping manifest to confirm correct insured values of items; acquires insurance for artifacts; prepares periodic reports to insurance agent indicating value of exhibits housed at the museum.

Manages requests for access to the collection by administering the Rights & Reproductions program, making collection items available for exhibition, loan, programming, reproduction and research according to policies and practices; maintains records of objects loaned by the museum; maintains a register of new museum acquisitions; may direct the activities of staff on maintenance of extension services and loans materials.

Participates in exhibition and programming development and implementation; participates in the on-going evaluation of the collection including accessioning and deaccessioning activity to support program goals; assists in locating new acquisitions; provides support for preparing grant applications; provides support for the Collection Committee and other meetings as directed;

Catalogs items in the permanent museum collection as well as those items on

loan for temporary exhibit; works with museum staff to display items for exhibit.

Prepares inventory lists and catalogs as guides with name of artist or craftsman, title of work, and medium used; works with museum staff to display items for exhibit.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

• professional and accredited museum collection management principles, issues and practices for the Parks and Recreation assignment

• library and research techniques in relation to the identification and cataloging of museum objects or historical documents

• American history with particular emphasis on the local history of Philadelphia.

• standard museum practices, procedures, methods and techniques for the Parks and Recreation assignment.

• literature and research sources in the fields of material cultural and local history.

SKILL IN:

• organizing, classifying, indexing, and maintaining catalogs and records.

ABILITY TO:

• apply the methods and techniques used in cataloging museum objects or historical documents.

• develop in-depth knowledge of the scope, condition and organization of the museum collection or archival collection depending on the area of assignment.

• use research material and literature sources in the identification and description of museum or historical objects.

• communicate effectively orally and in writing.

• maintain records and prepare reports.

• establish and maintain effective working relationships with staff, management, consultants, committee members, trustees, donor, volunteers and the public.

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 10/15).

EDUCATION

Completion of a bachelor's degree program at an accredited college or university with major course work in the social sciences, history, museum studies, fine or applied arts, or a related field.

PREFERRED EDUCATION:

Completion of a Master’s degree program at an accredited college or university in the fields described above.

AND

EXPERIENCE:

Three years of experience in maintaining historic collections, museum curatorial or museum registration work.

Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources which has included any bachelor’s degree and the experience as described above.

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and work in the environmental conditions required of a position in this class.

Class Established:

CSC – 9/15

Ad. Board – 10/15

Latest Spec Revision:

CSC – 7/18

Ad. Board – 8/18