Staff Assistant (Records)/ Records Assistant - Legal Department (
(Job Number:
1500945)
Description
The Legal Department (LEG) is looking for a contractual Staff Assistant (Records)/ Records Assistant to provide a full range of administrative and records management assistance to staff and supporting various projects in the department. The Records Assistant works under the supervision of the Records Officer of the Legal Department:
The successful candidate's duties may include, but will not be limited to:
- Provide research and reference services to LEG staff seeking information and documents contained in the Legal Records. This involves performing timely searches of the records holdings by using departmental databases, Fund-wide electronic repositories, and other resources as appropriate.
- Effect prompt incorporation into the LEG records database, citations, keywords (subject terms), abstracted titles, and departmental routing information for all hard copy or electronic documents directed to Legal Records for archival storage.
- Maintain the Legal Records holdings (paper and electronic) in accordance with established guidelines, including consulting with the Records Officer on which incoming documents are to be retained, ensuring timely and appropriate filing of retained documents into various records collections, and securing the information in Legal Records from unauthorized use.
- Assign physical file categories to retained documents.
- Assist the Legal Records Officer in implementing the established procedures for the digitization of archival material.
- Provide assistance on initiatives to simplify and streamline document processing procedures, refining classification schemes, and adjusting retention schedules for proper life-cycle management of departmental files.
Qualifications
The successful candidate is expected to possess educational qualifications that would typically include a university degree in a related field of study, supplemented by a minimum of one year of work experience in records management, documents management, and/ or archives management.
In addition, the candidate should have:
- Proven ability to work under pressure and meet short deadlines associated with the provision of reference services.
- Excellent computer skills, including experience in working with records management and/or documents management software.
- Ability to organize own work and work with minimum supervision while also working cooperatively as part of a team.
- Excellent attention to details and excellent organizational and communication skills.
Knowledge of Spanish and/or French would be helpful.
- Proven ability to work under pressure and meet short deadlines associated with the provision of reference services.
- Excellent computer skills, including experience in working with records management and/or documents management software.
- Ability to organize own work and work with minimum supervision while also working cooperatively as part of a team.
- Excellent attention to details and excellent organizational and communication skills.
Knowledge of Spanish and/or French would be helpful.
Please note you must reside in the Washington Metro area to be considered for this position.
The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.
Staff Assistant (Archives/Records) / Archives/Records Assistant (
Job Number:
1500443)
Description
This is a one year contractual position.
Job Summary
Under the general supervision of an Archives/Records Officer, Senior Archives/Records Officer, or Section Chief provides services and performs daily operations using a variety of resources and systems. Work is technical in nature using established archives and/or records management precedents and procedures as guidelines. The Archives/Records Assistant serves as a central point of contact for requests in a particular area of responsibility and is accountable for meeting end users needs. These positions allow some discretion in carrying out assigned duties and interacting with internal and external clients to effectively accomplish the work.
Main Duties and Responsibilities
Establishes a liaison relationship with service users in business units (including directors), maintaining regular contacts regarding records management issues and solutions. Ensures the timely provision of services to Fund staff and external clients, and tracks and reports on the status of services and requests for services including reports and statistics on user transactions and services. Provides ongoing support and complex troubleshooting for users of specialized services and automated systems.
Responsible for specific archives and records management activities, such as the physical maintenance of Fund archives and records in the repository and off-site storage centers; manages a Vital Records database and oversees collection and distribution of Vital Records to offsite storage; manages automated systems on a daily basis, including security and access rights, and provides training to Fund users; manages the transfer of semi-active records; oversees daily operations in relation to the storage of, and access to, semi-active records; and ensures the accuracy and completeness of information about transfers.
Supports Senior Archives/Records Officers and Archives/Records Officers in improving records management in departments and divisions by advising departmental staff and records users and by implementing agreed systems and procedures. Assists officers in accessioning, transferring, describing and providing access to archival records, including the declassification of sensitive information in the archives. Implements routine procedures for the capture and long-term preservation of records in all formats.
Assists in gathering requirements and defining specifications for new system functionality, and in system modification and testing. Assists in the selection of new equipment. Supports the implementation of file plans and retention schedules.
Qualifications
The completion of a high school education, supplemented by a minimum of four years of relevant experience, is required. Alternatively, completion of a university degree in a related field of study, or equivalent, is required.
- Excellent English communication and interpersonal skills, including the ability to work with a diverse team and to interact effectively with clients at all levels
- Experience with archives management and databases is preferred
- Familiarity with international standards for Archives Management is highly desirable
You must physically reside in the local Washington metro area to be eligible for this position.
The IMF is committed to achieving a diverse staff, including gender, nationality, culture and educational background.
