Archives Specialist

Published 9 days ago

The NAACP Legal Defense & Educational Fund, Inc. (LDF) is the country’s first and foremost civil and human rights law organization. Founded in 1940 under the leadership of Thurgood Marshall, who subsequently became the first Black U.S. Supreme Court Justice, LDF was launched at a time when the nation’s aspirations for equality and due process of law were stifled by widespread state-sponsored racial inequality. From that era to the present, LDF’s mission has been transformative–to achieve racial justice, equality, and an inclusive society.

LDF’s litigation, policy advocacy, organizing, and public education programs in the substantive areas of criminal justice, economic justice, education and political participation seek to ensure the fundamental and basic human rights of all people to quality education, economic opportunity, the right to vote and fully participate in democracy, and the right to a fair and just judicial system.

The Archives and Records Department seeks an experienced information professional for the position of Archives Specialist in our New York office. The Archives and Records Department serves three major functions: building and managing an archival repository of LDF’s historic records, providing library services including research support, and overseeing records management.

This individual should be strategy focused, familiar with legal records, and able to help LDF build a culture within the organization around industry standard records management and preservation practices. They will help implement a records management program designed to ensure all records series are managed effectively, in accordance with all legal requirements, and with due regard to business continuity, accessibility and security.

Under the supervision of the Director of Archives and Records, the Archives Specialist will support departmental stakeholders across the organization in adhering to records policies through communication, training and continually refining records transfer workflows. In addition, the Archives Specialist will assist with other Archives projects as needed.

Responsibilities include:

Records Management Support

  • Responsible for efficient operation of LDF’s records management program, including both physical and electronic records;
  • Support the Archives staff through ongoing development and implementation of records management policies and procedures, ensuring organization wide compliance with established records retention schedules and organizational compliance with legal standards;
  • Train and assist staff members in effective records management techniques as well as liaise with records management service providers including our off-site records storage facility;
  •  Coordinate efforts among Designated Records Liaisons from each department to identify and organize records subject to retention and ensure the timely and efficient transition of records to the LDF Archives with appropriate description and metadata; and
  • Work with LDF staff to monitor changes in file status, e.g., closed case or end of lifecycle, and prepare files for disposition when required.

Other Duties

  • Communicate the importance of archival preservation and records management priorities to LDF staff. Serve as the primary point of contact for records activity and an advocate for standards-compliant file organization and storage;
  • Arrange and describe LDF records (case materials, subject records, publications, etc.);
  • Create finding aids and other research tools;
  • Assist LDF staff with research;
  • Occasional travel to LDF’s Washington, D.C. office; and
  • Other responsibilities as assigned.

Qualifications include:

  • Bachelor’s degree preferred; graduate degree in Library and Information Science preferred;
  • Minimum of 3 years of relevant experience, ideally in a law firm, in a records coordination role;
  • Strong familiarity with legal information;
  • Track record of successfully developing strategies for records retention and transfer;
  • Ability to communicate records policies with confidence and authority to staff at all levels, and continually convey the value of effective records preservation;
  • Strong project management skills. Ability to encourage and enforce adoption of new workflows and processes related to records management;
  • Knowledge or strong interest in law and civil rights history preferred;
  • Experience with any of the following is a plus: Preservica, FileTrail, NetDocuments, Archive-It, or e-mail archiving tools;
  • Excellent written and verbal communication skills;
  • Proficient in Microsoft Office (Word, Excel, PowerPoint); and
  • Commitment to racial justice and civil rights.

This is not an exhaustive list of all responsibilities, duties, skills, efforts or requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. This description does not constitute a contract of employment and LDF may exercise its employment-at-will rights at any time.

Please note that LDF requires all employees to be fully vaccinated against COVID-19 as a condition of employment. Accordingly, successful candidates must be fully vaccinated against COVID-19 and submit proof of vaccination prior to the commencement of employment, unless they qualify for a reasonable accommodation for bona fide medical or religious reasons

To Apply:

This position is open until filled.

Please submit your resume and cover letter to:


Natalie Kim

Human Resources Manager

NAACP Legal Defense and Educational Fund

40 Rector Street, 5th floor

New York, New York 10006


The NAACP Legal Defense and Educational Fund, Inc. is proud to be an Equal Opportunity Employer. We are committed to providing equal employment opportunities to you without regard to race, creed, color, religion, national origin, sex, sexual orientation, pregnancy, marital status, age, veteran status, medical condition or disability, genetic information, gender identity, or any other protected status under federal, state, or local law.

The NAACP Legal Defense & Educational Fund, Inc. (LDF) is the country’s first and foremost civil and human rights law organization. Founded in 1940 under the leadership of Thurgood Marshall, who subsequently became the first Black U.S…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    4-Year Degree Required
  • Professional Level


Temporarily Remote
Work must be performed in or near New York, NY
Associated Location
New York, NY, USA

How to Apply

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