Archive Assistant with Focus on Public Access and Service

Strängnäs kommun · Full-time

Nygatan 10, Strängnäs, Sweden

Would you like to work with archives, public access, and service while playing an important role in the municipality's work to ensure lawful and accessible information management? Then this might be the position for you. The Municipal Archive is part of the administrative unit within the chancellery division and has a broad mandate. We are responsible for ensuring that the municipality's public documents are handled, preserved, and made accessible in a legally compliant manner. An important part of our mission is also to provide support and guidance to the municipality's operations on matters related to archives, public access, and information management. We are now seeking an archive assistant with a focus on public access and service. You will be one of two employees in the Municipal Archive and have a central role in contact with the public and the municipality's operations. The position is time-limited for 10 months, with the possibility of extension. In this role, you will have a particular focus on releasing public documents, confidentiality and privacy issues, as well as guidance and service. You work closely with the municipality's records office and board secretaries and have many contact points within the organization. Your colleague in the Municipal Archive will have the main focus on archive and e-archive management, long-term preservation, archive reporting, and governance. Together, you are responsible for developing and maintaining a well-functioning archive operation. This means you work closely together, share knowledge, and can support each other as needed. 1 position(s). WORK TASKS As an archive assistant with a focus on public access and service, you will have a varied role where service, legal compliance, and information management are central. An important part of the work is handling requests for the release of public documents. Inquiries may come from private individuals, researchers, journalists, other authorities, or others who wish to access the municipality's documents. You make assessments based on the principle of public access and applicable legislation and handle confidentiality and privacy assessments under the Public Access to Information and Secrecy Act and the Data Protection Regulation. The role also includes making decisions about release or rejection, according to delegation. You therefore need to be able to make independent assessments, document your decisions, and communicate them in a clear and professional manner. You will also: • provide guidance and support to the municipality's operations and companies on matters concerning public documents, registration, release, confidentiality, and disposal in practice • be responsible for the Municipal Archive's public service, including archive visits and researcher services • cooperate with the records office, board secretaries, and other functions within the municipality • plan and carry out training and information initiatives on archive and public access issues • contribute to the development of e-services and digital access to archive materials • participate in referral processes and internal investigations within information management • contribute to the Municipal Archive's communication and visibility through, for example, intranet, web, and information materials • participate in other work of the Municipal Archive and, if needed, support archive and information management. The work involves many contact points and you need to be able to switch between providing service to a private individual, making a qualified assessment of a release request, and providing guidance to a manager or operation. QUALIFICATIONS We are looking for someone who has: • post-secondary education in archive and information science, public administration, law, administration, or other education that the employer deems relevant. You may also have equivalent competence through work experience • experience working in public operations and a good understanding of how public documents are handled. It is important that you have knowledge of the principle of public access and the Public Access to Information and Secrecy Act • good Swedish language skills, both spoken and written • good digital skills and experience working with different operational systems. It is advantageous if you have experience with/worked with: • release of public documents and confidentiality assessments • archive and information management • the Data Protection Regulation (GDPR) • registration and records management • digital information management and e-services • training and guidance within public operations. As a person, you are confident and thorough and have good judgment. You can independently analyze information, make assessments, and make decisions within your area of responsibility. At the same time, you are service-oriented and have an easy time building good relationships. You are pedagogical and can explain regulations and complex issues in a simple and understandable way, both verbally and in writing. You work in a structured manner, can prioritize between different matters, and maintain quality and thoroughness even when the pace is high. Since the role involves many contact points, you need to be communicative, attentive, and have a professional demeanor. You enjoy collaborating with others but are also comfortable taking personal responsibility and driving your tasks forward. We will place great emphasis on personal suitability. We look forward to receiving your application! Employment type: Fixed-term employment. Duration: 6 months or longer, Start date: As soon as possible according to agreement. Welcome to Strängnäs Municipality! Strängnäs Municipality has just over 39,000 residents and is strategically located in the Mälardalen region with excellent transportation connections. The major city of Stockholm is close by, reachable by train in less than 50 minutes, and Eskilstuna is even closer. Our municipality is an attractive place for both living and working, where you have the opportunity to make a real difference for society and its residents. Strängnäs Municipality implements smoke-free working hours to create a healthy work environment for all employees, colleagues, and users. Strängnäs Municipality has selected media channels for this recruitment and therefore declines contact from advertising sales representatives and recruitment services. We look forward to learning more about you and how you would like to contribute to Strängnäs' future.