Share
If you’ve Googled “Archivist job description,” you’ve probably found the same recycled format over and over again.
Bullet points. Buzzwords. Zero personality. And no real help when it comes to actually attracting great candidates.
That’s the problem.
Most job description templates don’t show you how to write a compelling post. They just list out responsibilities like a checklist—when what you really need is a job post that sells the opportunity, reflects your culture, and gets the right person excited to apply.
Because here’s the truth:
An archivist isn’t just someone who “maintains records.”
They protect the memory of your institution.
They manage vital information, ensure compliance, and preserve materials that shape your organization’s history, identity, and legal security.
So if your job post is flat, generic, or unclear?
You’re likely repelling the very people you need most.
In this guide, we’ll show you how to write an archivist job description that’s clear, specific, human, and effective—not just another formality you publish because HR asked for it.
We’ll also show you:
- 2 high-converting job description templates (one for experienced hires, one for entry-level)
- A breakdown of what makes great job posts work
- A real-world example of a bad post—and why it fails
- Bonus tips to stand out from every other employer hiring
- Smart ways to use AI (and how to avoid the lazy traps)
- A quick-copy version you can paste, customize, and post today
⚠️ If you haven’t read our full guide on how to write a job post that attracts top talent , Link https://workscreen.io/how-to-write-a-job-post/ , we highly recommend it. It explains why most job posts fail—and what to do instead.
Ready? Let’s start by defining what the role of an Archivist actually involves—in plain, human language.
Don’t let bad hires slow you down. WorkScreen helps you identify the right people—fast, easy, and stress-free.
What An Archivist Actually Does - Their Roles
An archivist is responsible for preserving, organizing, and managing records and historical materials—both physical and digital—so they can be accessed when needed, protected over time, and used to support legal, operational, or cultural needs.
They aren’t just record-keepers.
They’re information guardians—ensuring that the right data, documents, and records are available at the right time to the right people.
Whether they’re working in a university, a museum, a government agency, or a private company, archivists play a crucial role in:
- Protecting organizational memory
- Supporting compliance and audits
- Preserving heritage and knowledge
- Enabling research, storytelling, or historical accuracy
And depending on the organization, an archivist may also:
- Help digitize and restore old records
- Manage access to sensitive information
- Work with internal departments or researchers to retrieve materials
- Implement information classification or destruction policies
- Oversee archiving software or digital asset management systems
This is a detail-oriented role—but it’s also a mission-driven one. The best archivists don’t just follow filing systems. They think strategically about how to preserve the past and support the future.
Two Great Archivist Job Description Templates
✅ Experienced Archivist Job Description Template
Job Title:
Archivist Needed to Lead Historical Preservation at Hamilton City Archives (Full-Time | New York, NY | $70K–$82K)
🕐 Monday–Friday | On-site with hybrid flexibility
🎥 A quick message from our Records Director: Watch the video here
Who We Are
Hamilton City Archives is the official historical records division for the City of Hamilton, New York. Our work preserves over 150 years of local government history—from land deeds and urban development blueprints to oral histories, photographs, and legislative documents.
We don’t just store data. We protect the public record.
Our mission is to keep Hamilton’s story alive and accessible—for citizens, researchers, legal teams, and future generations. Now, we’re hiring a professional archivist to lead our growing digital and physical preservation efforts.
What You’ll Be Doing
As our Archivist, you’ll be responsible for managing, preserving, and expanding our archives. This includes improving classification systems, leading digitization projects, overseeing software tools, and supporting public and departmental requests.
Your core responsibilities will include:
- Appraising, arranging, and describing archival materials
- Managing our archival software (Preservica, ArchivesSpace)
- Coordinating digitization and metadata standards
- Leading FOIA support and record retrieval requests
- Advising city departments on records management policies
- Implementing archival best practices and compliance standards
What We’re Looking For
- 3+ years experience in an archival, library science, or records management role
- Master’s degree in Information Science, Archival Studies, or similar (preferred)
- Experience with digital archival platforms and metadata systems
- Familiarity with standards such as ISAD(G), DACS, or EAD
- Strong organization, research, and classification skills
- A genuine interest in public history, transparency, and information access
Why This Role Is a Great Fit
At Hamilton City Archives, you won’t be hidden behind boxes. You’ll shape the future of our archival programs and help elevate the way our community interacts with history. We promote from within, support continuing education, and believe archival work should be seen—not siloed.
You’ll work in a mission-driven team that respects detail, curiosity, and the role of archives in civic life. Your work will be meaningful, visible, and supported.
Perks and Benefits
- $70K–$82K base salary (commensurate with experience)
- Full health, dental, and vision coverage
- 20+ paid vacation days + 10 holidays
- Hybrid work policy after onboarding
- Annual $2,000 professional development stipend
- State pension program + 403(b) retirement options
- Quiet, modern archive workspace with ergonomic setups
How to Apply
We use WorkScreen.io to keep our process fair, fast, and skills-based.
To apply, complete our short evaluation here: 👉 Apply Now via WorkScreen
We’ll review every application and keep you updated at each step.
🌱 Entry-Level Archivist Job Description Template
Job Title:
Entry-Level Archivist (No Experience Needed) at Blue Harbor Museum of Culture & History (Full-Time | Charleston, SC | $42K–$48K)
🕐 Monday–Friday | 9AM–5PM | On-Site
🎥 Meet Your Future Supervisor: Watch this intro from our Lead Archivist
Who We Are
Blue Harbor Museum of Culture & History is a nonprofit institution located in the heart of Charleston. Our mission is to collect, preserve, and share the diverse stories that shaped the Lowcountry—from Gullah heritage to Revolutionary War documents to post-Civil Rights movement records.
We’re expanding our collections team and are looking for a motivated, detail-oriented team member to join us. No professional experience? No problem. We’ll train you. If you care about history, storytelling, and organization—we’d love to work with you.
What You’ll Be Doing
- Assist in organizing physical and digital records
- Help with scanning, metadata tagging, and document care
- Support visitors and researchers with information requests
- Work with the lead archivist to classify and shelve materials
- Ensure proper handling, storage, and security of artifacts and documents
What We’re Looking For
- High school diploma or GED
- Basic digital literacy (email, spreadsheets, cloud storage)
- Attention to detail and ability to stay focused on repetitive tasks
- Strong curiosity about history, research, and preservation
Bonus (but not required):
- Volunteer or internship experience in libraries, museums, or schools
- Interest in local or regional history
Why This Role Is a Great Fit
This is more than just a job—it’s a chance to start a meaningful career in preservation and public storytelling. You’ll be mentored by senior archivists and given room to grow your skills.
Whether you want to pursue museum work, library science, or cultural heritage preservation long-term, this role gives you hands-on experience and professional support in a respected institution.
Perks and Benefits
- $42K–$48K base salary
- Paid on-the-job training with mentorship
- Health and dental coverage after 90 days
- 15 days of PTO + museum holiday calendar
- Tuition reimbursement for archival or museum studies coursework
- Employee discounts on museum events and gift shop
- A team that values diversity, respect, and curiosity
How to Apply
We use WorkScreen.io to ensure every candidate gets a fair shot.
No résumé black holes. No ghosting.
👉 Apply now using this link
You’ll complete a brief evaluation so we can get to know your skills, not just your background.
If your hiring process is stressful, slow, or filled with second-guessing—WorkScreen fixes that. Workscreen helps you quickly identify top talent fast, eliminate low-quality applicants, and make better hires without the headaches.
Breakdown of Why These Archivist Job Posts Work
Here, we break down what makes the two archivist job posts effective, using the same format from your master guide. Each point helps the reader understand what to replicate in their own job posts—and why it matters.
✅ Why These Job Posts Work
1. The Job Titles Are Clear, Descriptive, and Specific
Instead of saying something vague like “Archivist Wanted,” each job title includes:
- The actual role (e.g., Entry-Level Archivist)
- The organization (e.g., Hamilton City Archives)
- The location and pay range
This instantly filters in the right candidates and tells them who the job is for and why it matters.
2. Each Post Opens With a Warm, Human Touch
Both job posts include:
- A short Loom or video intro from the hiring manager or team lead
- A conversational “About Us” section that reflects a real organization’s mission, tone, and values
This builds trust, shows transparency, and helps candidates feel the personality of the team they’re applying to join.
3. The “What You’ll Be Doing” Sections Are Role-Specific and Impact-Focused
Tasks aren’t just listed—they’re contextualized.
Instead of vague bullet points like “maintain files,” these posts show how the archivist’s work supports legal access, protects public memory, and enables organizational storytelling. This shows purpose behind the work—and gets high-quality candidates more invested.
4. Qualifications Are Clear, But Not Overly Exclusive
Especially in the entry-level post, we show flexibility by:
- Separating “must-haves” from “nice-to-haves”
- Encouraging passionate candidates to apply even if they don’t check every box
This widens the talent pool and invites capable learners into the process, rather than discouraging them.
5. “Why This Role Is a Great Fit” Gives the Candidate a Real Reason to Care
Instead of the usual benefits-only section, these posts explain:
- How the role connects to the organization’s mission
- What kind of growth or mentorship the candidate can expect
- What the day-to-day impact of the work looks like
That’s what top applicants want to know before they hit apply.
6. Perks and Benefits Are Clear, Honest, and Realistic
Instead of vague statements like “we offer competitive benefits,” we include:
- Salary range
- PTO policy
- Health/dental coverage details
- Growth stipends or mentorship options
This transparency builds trust and saves everyone time.
7. The Hiring Process Is Respectful and Modern
Both posts clearly state:
- That all applications will be reviewed
- What the timeline looks like
- That the evaluation will be skill-based via WorkScreen
This shows that you care about the candidate experience—and that’s rare in hiring.
8. They Feel Written by a Real Person, Not a Template Generator
There’s personality in the writing—whether it’s phrases like “You won’t be boxed into the basement with dusty files” or warm lines like “We’ll train you.”
It feels like someone thoughtful wrote the post, not like it was spat out of an HR tool.
Example of a Bad Archivist Job Description (And Why It Fails)
This section creates a clear contrast. It shows what a generic, outdated job post looks like—and breaks down exactly why it repels good candidates. You’re not just teaching best practices—you’re helping readers spot red flags in their own writing.
❌ Bad Job Post Example: Archivist
Job Title:
Archivist
Location:
New York, NY
Job Type:
Full-Time
Job Summary
We are seeking a highly organized and detail-oriented Archivist to manage and maintain company records and ensure proper documentation practices.
Key Responsibilities
- Maintain and update document filing systems
- Organize, label, and store records
- Retrieve files for authorized personnel as needed
- Ensure document security and confidentiality
- Support compliance and audit processes
Requirements
- Bachelor’s degree in Library Science, Information Management, or related field
- 2–3 years of experience in a similar role
- Strong attention to detail
- Familiarity with Microsoft Office
Salary & Benefits
- Competitive salary
- Benefits package available
How to Apply
Interested applicants should send their résumé and cover letter to hr@company.org.
Only shortlisted candidates will be contacted.
❌ Why This Job Post Fails
1. The Job Title Is Too Generic
It just says “Archivist.” No mention of industry, seniority, or mission. It gives no context—so it gets lost in a sea of similar listings.
2. The Introduction Feels Cold and Lifeless
The “Job Summary” is written like a formality. It doesn’t explain why this role exists, how it supports the organization, or who they’re looking for.
3. No Company Personality or Mission
There’s no mention of who the company is, what they do, or what they care about. It’s a job post without a heartbeat—and that’s a dealbreaker for top candidates.
4. Responsibilities Are Generic and Copy-Paste
The list could apply to any filing clerk. There’s no mention of tools, formats (digital vs. physical), stakeholders, or impact. Nothing paints a picture of the actual day-to-day.
5. Requirements Are Vague and Narrow
It demands a degree and prior experience but gives no indication of what success looks like. It also ignores candidates with transferable skills or interest in learning.
6. No Real Salary Transparency
“Competitive salary” is vague and outdated. It signals hesitation—not fairness. Today’s candidates expect at least a salary range to decide whether to apply.
7. The Hiring Process Is Cold and Dismissive
“Only shortlisted candidates will be contacted” is an impersonal message that turns away strong applicants who want clarity and respect. There’s no mention of timelines, evaluations, or what happens next.
8. Zero Personality in the CTA
The final line is a basic inbox drop. It doesn’t inspire action, show appreciation, or give any confidence that the company actually cares about who applies.
In short: This job post is written like a formality—not a genuine attempt to hire a great archivist.
Bonus Tips to Make Your Job Description Stand Out
Once you’ve got the basics down, these small but powerful additions can take your job post from good to genuinely compelling. They build trust, show thoughtfulness, and help your post rise above the noise.
💡Tip 1: Add an IMPORTANT NOTICE for Applicant Security
Online job scams are on the rise. A simple note like this can reassure candidates and show that you care about their safety:
IMPORTANT NOTICE: We take the security and privacy of all applicants seriously. We will never ask for payment, banking details, or personal financial information at any stage of the hiring process.
This tiny addition builds massive trust—especially when candidates are applying to multiple roles across platforms.
💡Tip 2: Mention Leave Days or Flex Time
Don’t wait for candidates to ask. Be upfront about time off policies. It shows respect for work-life balance and makes your organization feel more human.
You can include something like:
“Enjoy up to 20 paid vacation days plus public holidays, with the option for up to 3 personal flex days per year.”
Even if your policy is basic, clarity beats vagueness.
💡Tip 3: Highlight Training & Growth Opportunities
This is especially powerful for entry-level roles or for mission-driven candidates.
“We invest in your growth. You’ll receive hands-on mentorship and access to professional development resources—so you can keep learning and growing in your role.”
Whether it’s tuition reimbursement, an annual stipend, or just dedicated time for development, spell it out.
💡Tip 4: Add a Loom or Video Intro from the Hiring Manager
You’ve already included this in the templates, but it’s worth repeating:
A simple 1–2 minute Loom from the hiring manager gives your job post personality, makes your team more approachable, and increases applicant trust.
No production studio needed—just clarity, energy, and authenticity.
Here is an example that we used in our master guide on how to write a great job post description , you can check it out here https://www.loom.com/share/ba401b65b7f943b68a91fc6b04a62ad4
💡Tip 5: Mention the Work Environment or Setup
Even a one-liner like this helps candidates visualize the day-to-day:
“You’ll work from our on-site archive lab in downtown Charleston, equipped with high-resolution scanners, archival-safe storage systems, and a quiet workroom.”
These details help candidates imagine doing the job—and that increases conversion.
Should You Use AI to Write Job Descriptions?
With so many tools offering “1-click AI job descriptions,” it’s tempting to take the shortcut. But here’s the truth:
❌ If You Let AI Write Your Job Post Without Guidance, You’ll End Up With:
- Generic, lifeless content that sounds like every other post online
- Vague, buzzword-heavy responsibilities that don’t reflect the actual role
- A job description that attracts low-effort candidates who are also using AI to apply
AI-generated job posts often look fine at first glance, but they don’t connect with real people—and they certainly don’t reflect your culture or values.
Remember: your job post is often the first impression a candidate gets of your company. Don’t let it be robotic.
✅ So, What’s the Right Way to Use AI?
AI can be an amazing tool—if you use it like an assistant, not a replacement.
Here’s how to get better results:
Step 1: Feed AI the Raw Ingredients
Before you prompt any tool (like ChatGPT or an AI writing assistant), gather:
- What your company does and why it matters
- What the role actually includes (real tasks, real responsibilities)
- What your culture feels like (values, tone, day-to-day work environment)
- What kind of person you want to hire (skills, traits, experience level)
- Salary range, perks, and benefits
- Your hiring process and timeline
Step 2: Give a Detailed Prompt
Instead of typing:
“Write me a job post for an archivist.”
Try this instead:
“Help me write a job post for [Your Company Name]. We’re hiring an archivist to help with [specific tasks]. Our team culture is [describe culture], and we want to attract candidates who are [ideal traits]. We offer [benefits], and here’s our salary range: [insert range]. Here’s what our hiring process looks like: [brief steps]. Use a warm, conversational tone that feels human.”
You can also paste in notes like:
“Here are a few bullet points and responsibilities I’ve written that I want to include. Please help me turn this into a clear, structured post.”
Step 3: Use AI to Polish, Not Replace
Once you’ve written a draft (or generated one), ask AI to help you:
- Refine the tone
- Improve clarity
- Adjust the flow
- Shorten wordy sentences
- Check for missing sections
But don’t hand over the entire process to AI. Why? Because AI doesn’t know your company like you do.
Real Talk: Most Candidates Can Tell When a Post Was AI-Written
And when they do, they don’t apply—or worse, they apply with AI-generated cover letters of their own. And the whole hiring process becomes noise.
So if you want a job post that attracts thoughtful, qualified humans?
Write like one. Use AI as a smart helper, not a ghostwriter.
Build a winning team—without the hiring headache. WorkScreen helps you hire fast, confidently, and without second-guessing.
Copy-Paste Job Description Templates for Quick Use
✅ Option 1: Conversational Job Description Template (Culture-First Style)
Job Title:
Archivist Needed to Preserve Our Past and Organize Our Future – [Company Name] | [Location] | [$Salary Range]
🎥 [Insert Loom or YouTube link from your team leader]
Who We Are
At [Company Name], we’re more than just a team—we’re stewards of history. Whether it’s preserving decades of legal records or organizing photos and stories from our community’s past, we believe archives aren’t just files—they’re the heartbeat of our organization.
We’re looking for an experienced (or up-and-coming) archivist who’s ready to protect what matters—and help others access it when they need it most.
What You’ll Be Doing
- Manage and preserve both digital and physical archival materials
- Lead digitization and classification projects
- Ensure records are accessible, secure, and accurately tagged
- Collaborate with other departments for retrieval, compliance, and reporting
- Improve internal systems and archival software workflows
- Support FOIA requests, retention policies, and public engagement initiatives
What We’re Looking For
- years of experience in archival work, records management, or library science
- Strong attention to detail, organization, and data integrity
- Familiarity with digital preservation tools like ArchivesSpace or Preservica
- A love for order, storytelling, and purposeful information work
Why This Role Is a Great Fit
You’ll play a visible role in how we protect and share the stories, documents, and materials that define who we are. You’ll get the support you need, the autonomy you want, and the impact you deserve.
Perks and Benefits
- Competitive salary [$XX,XXX – $XX,XXX]
- Health, dental, and vision insurance
- [#] paid vacation days + holidays
- Professional development budget
- Flexible hours or hybrid options (if available)
- A calm, focused work environment with purpose
How to Apply
We use WorkScreen to evaluate every candidate based on what they can actually do—not just what’s on their résumé.
👉 [Insert WorkScreen link here]
You’ll complete a short, fair skills-based evaluation. We’ll keep you updated every step of the way.
🧱 Option 2: Structured Format (Job Brief + Responsibilities + Requirements)
Job Title:
Archivist – [Company Name] | [Location] | [$Salary Range]
Job Type:
Full-Time | [On-site/Hybrid/Remote] | Monday–Friday
Job Brief
[Company Name] is hiring a detail-oriented, tech-savvy Archivist to manage, protect, and digitize our records and historical materials. This role plays a key part in ensuring our information is organized, compliant, and accessible.
Responsibilities
- Appraise, organize, and preserve physical and digital records
- Implement archival systems and metadata tagging
- Coordinate digitization and document scanning
- Maintain confidentiality and compliance standards
- Respond to research and retrieval requests from staff and stakeholders
- Use archival software to manage long-term storage and access
Requirements
- Bachelor’s or Master’s in Library Science, Archival Studies, or related field
- years of relevant experience (flexible based on role)
- Familiarity with archival standards like ISAD(G), DACS, or EAD
- Comfortable using tools like ArchivesSpace, Preservica, or Omeka
- High attention to detail, reliability, and organizational skills
Benefits
- Salary: [$XX,XXX – $XX,XXX]
- Health and dental insurance
- Paid time off: [#] days + holidays
- Training and development support
- Friendly, focused team environment
How to Apply
Apply via our WorkScreen evaluation system:
👉 [Insert Link]
We review every application and respond promptly. No résumé black holes.
Let WorkScreen Handle the Next Step
Now that the reader knows how to write a compelling job post and has real templates to use, it’s the perfect time to introduce WorkScreen as the smarter way to evaluate applicants.
This section positions WorkScreen as the natural next step—a tool that helps hiring teams go from writing better posts to actually hiring better people.
🧠 You’ve Written a Better Job Post—Now Let WorkScreen Handle the Rest
Even with a strong job description, it’s still hard to tell who’s truly qualified and who just knows how to write a good résumé.
That’s where WorkScreen.io comes in.
WorkScreen helps you:
✅ Quickly identify your most promising candidates
WorkScreen automatically evaluates, scores, and ranks applicants on a performance-based leaderboard—making it easy to spot top talent, save time, and make smarter, data-driven hiring decisions.
✅ Easily administer skill tests—without overwhelming your team
With WorkScreen, you can administer one-click skill tests to assess candidates based on real-world ability—not just credentials like résumés and past experience. This helps you hire more confidently and holistically.
✅ Eliminate low-effort and AI-generated applications
WorkScreen automatically eliminates low-effort applicants who use AI Tools to apply, copy-paste answers, or rely on “one-click apply.” This way, you focus only on genuine, committed, and high-quality candidates—helping you avoid costly hiring mistakes.
If you’re serious about hiring great archivists—or any role—stop guessing. Let WorkScreen show you who’s actually qualified.
FAQ
While technical training and archival standards matter, great archivists bring a blend of hard skills and soft traits.
Here’s what to prioritize:
🧠 Core Skills
- Information organization – the ability to categorize, tag, and retrieve records accurately
- Digital literacy – familiarity with digital archiving tools (e.g., ArchivesSpace, Preservica, Omeka)
- Metadata standards – working knowledge of ISAD(G), DACS, EAD, and other classification systems
- Research support – ability to assist internal teams or the public in locating materials
- Records compliance – understanding of legal retention, privacy, and FOIA procedures
💡 Soft Skills
- Extreme attention to detail – small errors can compromise trust and long-term preservation
- Discretion – archivists often handle sensitive documents
- Curiosity – the best archivists enjoy discovery, history, and connecting dots
- Communication – especially important when supporting non-technical users or researchers
- Process-minded – successful archivists thrive in systems, not just one-off tasks
Hiring for these skills ensures you’re not just bringing in someone who can maintain files—but someone who protects your organization’s memory and legal integrity.
As of 2025, the average salary for an archivist in the U.S. is approximately $60,000 to $68,000 per year, depending on location, experience, and sector.
Here’s a rough breakdown:
- Entry-level or assistant archivist: $40,000–$48,000
- Mid-career with experience (3–5 years): $60,000–$75,000
- Senior archivist or lead role in government or academia: $80,000–$95,000+
- Specialized or tech-heavy roles (e.g., digital preservation): may exceed $100K in large institutions
Tip: Transparent salary ranges in your job post not only improve applicant trust—they also increase conversion rates from high-quality candidates.
Although both roles deal with information, their focus is different:
- Records Managers are responsible for the lifecycle of current operational records—managing creation, storage, and destruction policies in line with business and legal needs.
- Archivists preserve and provide access to historical or permanent records that hold long-term value, often for research, legal, or cultural reasons.
If your organization needs to manage high volumes of day-to-day files, hire a records manager. If you want to protect and structure your long-term memory, hire an archivist—or combine the two if the role demands both.
While many archivists do hold a Master’s in Library Science, Information Science, or Archival Studies, it’s not always required.
Some organizations (especially smaller institutions or nonprofits) are open to:
- Candidates with a bachelor’s degree and practical experience
- People trained on the job through internships or assistant roles
- Professionals from adjacent fields (libraries, museums, research) with transferable skills
Bottom line: if your role involves complex digital systems or legal compliance, a master’s may be preferred. But don’t overlook candidates with strong real-world skill sets who can grow into the position.
Modern archivists need more than just filing cabinets and spreadsheets. They should have at least a working knowledge of:
- Archival management systems: ArchivesSpace, PastPerfect, AtoM, Preservica
- Metadata/tagging: DACS, ISAD(G), EAD, Dublin Core
- Digitization tools: scanners, OCR software, image enhancement tools
- File storage & preservation: LOCKSS, cloud backups, institutional repositories
- Compliance tools: audit trails, retention schedulers, access control systems
Even if you’re hiring for a physical archive, digital skills are increasingly non-negotiable.
