Job Description

Iowa Methodist Conference Archivist

This position is 10-20 hours a week or 20-40 hours per pay period. This position would be housed in our Conference Office located in Des Moines, IA.

The Iowa Methodist Conference Archivist is responsible for collecting, evaluating, preserving, organizing, storing, and managing important historical records, documents, and artifacts pertaining to Iowa Methodist Churches and pastors who have served in Iowa for future information.

• Receive Methodist Archival Items and Collections

a. Church information: Historian Reports, histories/updated histories, celebration booklets, directories, important pictures, newspaper articles, etc.

b. Pastors' pictures, biographies, autobiographies, obituaries, information, newspaper articles (special recognition, etc.)

c. Membership books, histories, and important documents from closed churches

d. Iowa Conference Journals

e. Newspapers & Periodicals: Iowa Methodist Hawkeyes, Iowa Historian Newsletters, Grace Upon Grace, Interpreter, General Commission Publications

f. Other Methodist related books (preferably relating to Iowa Methodism)

g. Bibles, hymnals, disciplines (well supplied)

h. Artifacts with options to keep in archives or another location

• Assess, Preserve and Store Methodist Archival Items and Collections

a. Assess documents (manage disposal of documents which hold no value)

b. Ensure use of proper preservation techniques

• Preserve paper records, letters and documents on acid-free paper

• Remove staples, scotch tape, etc.

• Use archival pens, archival tape, stainless steel staples, etc.

• Enclose documents in archival (acid-free) sleeves, folders, boxes, etc.

• Preserve photographs, films, video, audiotapes, CD, DVD

• Make necessary repairs on archival items

c. Catalog and process books

d. Develop and keep an inventory

e. Scan - create electronic (preserved) copies of important records for future research

• Provide Assistance to Local Churches and Conference Staff

a. Revise Church Historian Report Forms periodically

b. Compare new Church Historian Reports with previous years before filing

c. Update and share brochure, "The Iowa Methodist Conference Archives"

d. Update and share brochure, "Tips for Church Historians and Secretaries"

e. Provide information from archives files on pastors, church information, etc.

f. Suggest items to be included in our archives

g. Assist church historians as to what to keep and how to preserve documents

h. Assist church historians or other personnel in writing church histories

i. Suggest ideas for celebrations

j. Share statistics from Conference Journals

• Research Enquiries Received by Phone, E-mail, Snail-mail and in Person

a. Provide dates of births, baptisms, and other genealogy information from closed church membership records for social security purposes, for joining another church or for family genealogy

b. Provide pastors' service records, pictures, obituaries, etc.

c. Identify and retrieve research materials, photocopy documents, and monitor people who come to do their own research

• Receive Assistance from General Commission on Archives and History

a. Use GCAH Guidelines for Archives from website

b. Seek help and suggestions from GCAH

c. Correspond with other state Methodist archivists

d. Attend some training meetings (when available)

• Attend Training and Workshop Opportunities in Person or on Zoom

a. Iowa Conservation & Preservation Consortium (on-line and training sites)

b. Historical Societies, libraries, colleges

c. Suggested Archives reference books

• Be Responsible to the Iowa Methodist Archives and History Committee

a. Address concerns to Committee Chair

b. Write reports of your activities for archives meetings

c. Offer archival "keepsakes" for display at Conference Center

d. Assist Archives Committee with special projects and activities

e. Suggest needed items, such as new computer, printer, scanner, cabinets, etc.

f. Suggest ideas for future organization, storage, etc.

• Order archival supplies

a. Check with designated Committee Member and/or Conference Personnel for needed additional archival supplies (acid free paper, archival file folders, stainless steel staples, archival pens, acid testers. etc.) – Submit voucher for approval.

b. Check with designated Committee Member and/or Conference Personnel for needed office supplies (computer ink cartridges, mailing envelopes, pens, markers, etc.) Submit voucher for approval.

c. File copies of vouchers and receipts

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