Registrar - Archivist

Registrar - Archivist

MTHS offers a unique workplace for its employees. It's filled with friendly and creative staff members who work together to offer the public exciting and innovative ways to experience Montana's history. MTHS has an opening for a full-time Registrar position. The ideal candidate will be a positive representative of the Montana Historical Society to the public, be skilled in collections care best practices and collection management software, PastPerfect Web Edition (PPWE) preferred, and will embody the MTHS culture of excellence, teamwork, professionalism, and passion for the work that we do.

The best candidate is a motivated, highly organized, and detail-oriented team member who understands collections management best practices, the importance of balancing preservation of and access to material culture and is excited to be a part of the Museum Program efforts that support the Montana Heritage Center opening in Fall 2025 and ongoing operations of the State's Museum.

Function:
The Registrar is responsible for evaluating, organizing, describing, physically caring for and providing access to the MHS Museum's 62,000+ historic art and object collection (including items housed at the Original Governor's Mansion and two off-site facilities – the Scriver Curatorial Center and Highway Storage. The Registrar is responsible for the development and care of existing art and artifact collections and the assessment and acquisition of new collections. The Registrar disseminates knowledge about history, material culture, and museum standards and best practices – especially collections care and management. The Registrar is also responsible for cataloguing collections so that they are accessible to staff and the public.

Come join us at the MTHS where we work together to share Montana's stories and inspire exploration

Responsibilities Include

• Works in conjunction with the Head of Collections and Conservator.
• Preserves collections by conducting complex historical research and applies collections management theories and methods in determining how collections should be catalogued. This includes the physical preparation of materials for long-term preservation by arranging and housing them according to current museum standards and consistent with conditions and technology available within the agency; the Registrar must be familiar with the properties of many different types of artifact media and the numerous and distinct best practices regarding their care.
• Organizes, and determines priority of historic object collections for processing, based on knowledge of research needs, agency priorities, historical significance, and professional standards. This requires a sound knowledge of agency priorities, historical significance, and professional museum and cataloguing standards. Identifies a wide variety of historic artifacts and determines their proper placement in a standard museum nomenclature system so that other museum staff and researchers will be able to retrieve the correct information from the content management system (CMS), PPWE. Conducts complex historical research and applies collections management theories and methods in determining how collections should be catalogued.
• With direction from the Head of Collections researches, locates, negotiates for, and acquires new materials for permanent collections, exchange, or loan.
• Reviews and assesses donated objects to determine condition and historical significance and value.
• In conjunction with the Head of Collections the Registrar implements collection development policies, practices, and strategies to ensure that historic art and objects are collected, preserved, and made available for current and future patrons.
• In conjunction with the Head of Collections manages the museum program's CMS, PPWE.
• Executes and maintains legal documents relating to the Museum's collections including: accession/deaccession forms, loan forms, collections inventories, catalogue records, location records, and insurance forms; maintains appropriate records to ensure that the Museum's collections are fully documented and that otherwise irretrievable information is properly saved and processed for the agency and patrons; creates inventory, audit, and legislative reports using the museum's CMS, maintains earlier manual information management systems and works to integrate these varied manual systems into the CMS.
• In conjunction with the Head of Collections, implements policies and procedures for public access to and use of collections.
• Research, records, and organizes artifacts and pertaining documentation as part of research. Maintains appropriate records to fully document the provenance and importance of the collection and conducts research to further the understanding and knowledge of the Society's holdings. Investigates objects found in collections with temporary numbers, identifies the object in the acquisition record, and assigns the proper accession number. Update location movement of art and artifact collections in the CMS. Creates and manages digital records and images in the collection database and update collection records on a regular basis. Reviews and assesses donated objects to determine condition and historical value.
• Assists Head of Collections with management of the professional photo-documentation of all permanent collection artifacts.
• Provides reference assistance to cultural institutions and the public regarding enquiries about historical objects in the collection. Addresses complicated reference inquiries and complaints from individuals, state agencies, professionals, educational groups, local organizations, film companies, journalists, scholars, donors, and institutions by conducting research and providing information in person, by phone, mail, and email on a broad range of topics.
• In conjunction with the Head of Collections, establishes and administers policies and procedures for public access and use of archival materials, considering their effect on the historical objects.
• May oversee and instruct interns, volunteers, and MTHS non-collections staff, such as the Museum Technician, and others in using the CMS and in the proper handling techniques for a wide variety of artifacts that require unique and specialized care

Knowledge Of

• Museum collections management best practices
• Artifact handling, packing, crating, preparing objects for storage and exhibition is very important to the overall responsibilities of this position.

Skills In

• Highly organized and detail-oriented
• Written and verbal communication skills
• Maintaining effective working relationships with employees, other state agencies and the public

Ability To

• Excellent historical research and analysis abilities.
• Effective time management, leadership, and organizational skills.
• Takes initiative, applies problem solving skills, and can multi-task.
• Can effectively work both independently and as a member of a team.

Minimum Physical/Mental Requirements

• May travel extensively to evaluate potential donations, provide education assistance, and conduct research.
• May require lifting bulky, heavy artifacts and containers, up to 35 pounds.
• May require frequent contact with the public.

Education

• Master's degree in history, museum studies, library science, archival studies, or related field.

Experience

• Three years of job-related work experience.
• Experience with proper artifact handling, familiarity with technology commonly used in museums. Specifically, experience utilizing PPWE.
• Experience with best practice cataloging standards, inventory work, basic preservation, and pest management.
• Other combinations of education or experience may be substituted.

The following documents must be submitted to be considered for this position (be sure to mark each attachment as relevant):

• Cover Letter
• Resume
• State of Montana Application (online)

Applicant Pool Statement: If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection. Training Assignment: This agency may use a training assignment. Employees in training assignments may be paid below the base pay established by the agency pay rules. Conditions of the training assignment will be stated in writing at the time of hire.

Salary: $

Hourly

Telework Eligibility: Not Telework Eligible Benefits Package Eligibility: Health Insurance, Paid Leave & Holidays, Retirement Plan

Number of Openings

: 1 Employee Status: Regular Schedule: Full-Time

Job Type

: Standard

Shift

: Day Job

Travel

: Yes, 5 % of the Time

Primary Location

: Helena

Agency: Montana Historical Society Union: Montana Federation of Public Employees

Posting Date

: Sep 18, 2025, 9:49:54 PM

Closing Date (based on your computer's timezone)

: Oct 4, 2025, 5:59:00 AM

Required Application Materials: Cover Letter, Resume

Contact Name: Beth Strandberg | Contact Email: | Contact Phone: The State of Montana has a decentralized human resources (HR) system. Each agency is responsible for its own recruitment and selection. Anyone who needs a reasonable accommodation in the application or hiring process should contact the agency's HR staff identified on the job listing or by dialing the Montana Relay at 711. Montana Job Service Offices also offer services including assistance with submitting an online application.

State government does not discriminate based on race, color, national origin, religion, sex, sexual orientation, gender identity or expression, pregnancy, childbirth or medical conditions related to pregnancy or childbirth, age, physical or mental disability, genetic information, marital status, creed, political beliefs or affiliation, veteran status, military service, retaliation, or any other factor not related to merit and qualifications of an employee or applicant.