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Archives Collection Specialist

Basic Job Information

Posting Title: Archives Collection Specialist Business Unit/Section: YouthLink Calgary Police Interpretive Centre Location: YouthLink Calgary, 5111 47th Street NE Position: One year contract with a likelihood of renewal Salary: $26-$29/hour Hours of Work: This position works a 35 hour work week. Occasional evening and weekend work will be required. Application Deadline: March 29, 2017

Organization Information

YouthLink Calgary is an independent charitable organization that operates in partnership with the Calgary Police Service to deliver relevant and meaningful crime prevention programming to youth, families, and adults. For more than 20 years, YouthLink Calgary Police Interpretive Centre has offered experiential learning exhibits at the Centre, interactive and engaging online resources, and curriculum-based programming. YouthLink Calgary is also the official archival and artifact repository for the Calgary Police Service with over 185m of material dating back to 1906.

Job Overview

The Archives Collection Specialist will be part of a diverse team that consists of police officers, cadets, museum professionals and educators. Reporting to the Museum and Operations Manager, the role of the Archives Collection Specialist will be focused on maintenance of the archival collection (50%), responding to research requests (25%), and working with the museum team on exhibits, presentations and behind the scenes tours (25%). Although much of the work is done independently, there are requirements to work as part of a team. A main priority will be to focus on organizing the collection to ensure that the archives database is correct, adding content and detail where necessary. A secondary priority will be on organizing and cataloging the diverse photo collection – a collection of negatives, prints, and slides that go back over 100 years. A third important project will be to set up our LiveLink platform and begin to process electronic records. Ongoing processing of new items will also be required and most new acquisitions will be files that are born digital. There will be a requirement for this position to respond to research requests, frequently those with a short time frame for response. The Archival Collection Specialist will work closely with our museum team to support research initiatives that contribute to new exhibits, virtual exhibits, podcasts, social media, and behind the scenes tours.

Approximately 50% of job of the Archival Collection Specialist will support the smooth functioning of the YouthLink CPS Archives by maintaining the collection through:

  • Processing new acquisitions
  • Setting up procedures, folders, and file structures for processing electronic records
  • Comparing information between the physical records and the InMagic database entries for selected projects
  • Updating Inmagic database entries (adding details, additional content, correcting errors)
  • Adding new records to the InMagic database
  • Conducting random shelf reads to “spot test” the accuracy of the database and identify records or fonds needing corrections
  • Addressing collections that are in disarray or have never been processed (e.g. photo binders, photograph collection)

Approximately 25% of the job of the Collections Specialist will involve responding to research requests and conducting original research as required. This includes:

  • Public research requests
  • Family history research requests
  • FOIPP requests

Approximately 25% of the job of the Collections Specialist will involve working with our museum team on projects that support public programs and exhibits. This includes:

  • Research to support our upcoming historical lecture series
  • Research and writing for true crime podcasts
  • Creation of small exhibits or displays that showcase the archival collection
  • Design of a behind the scenes tour of archives and collections
  • Research to support themed table talk exhibits for visitors on public days (e.g. information packages about our fallen members, WWI, Prohibition etc.)

Other duties as assigned.


  • University or college training in archival studies, library sciences or records management.
  • A minimum of three years of work experience in a related field.
  • Preference for a graduate degree.
  • In-depth knowledge of archival practices of appraisal, acquisition, arrangement, description and reference work is required.
  • Knowledge of records management practices and principles.
  • Knowledge of the Freedom of Information and Protection of Privacy (FOIPP) act is an asset.


  • Organizational and record keeping skills
  • Accuracy and attention to detail
  • Excellent written and research skills
  • Teamwork - ability to work with a multidisciplinary team of people
  • Customer service skills
  • Communication – ability to report on progress, describe issues and identify challenges
  • Demonstrated ability to take initiative and work proactively
  • Public speaking

Please submit your resume and cover letter no later than March 29th 2017 to using the subject heading “Archival Collections Specialist.”

Thank you to all who apply, but only those selected for an interview will be contacted.

Jobs at YouthLink