Museum Registrar

Recruitment #PBT-3556-093792


This is a Position-Based Test conducted in accordance with Civil Service Rule 111A. 

The current position is located at the Fine Arts Museums of San Francisco. The Fine Arts Museums of San Francisco is seeking a Museum Registrar to perform the full range of registration functions, including the more difficult and complex duties and routine collections management functions.

The Fine Arts Museums of San Francisco oversees two unique museums—the de Young in Golden Gate Park and the Legion of Honor in Lincoln Park—and stands as one of the most visited arts institutions in the United States.  The Fine Arts Museums of San Francisco have rendered over a century of public service in the arts, and it is our mission to extend and enhance that service well into this century. For more information about the Fine Arts Museums of San Francisco, visit:


This position performs the full range of registration duties.  The duties specified below are representative of the range of duties assigned to this class and are not intended to be an inclusive list.

1. Receives, inspects, accessions, documents, labels and catalogs objects acquired for collections and/or exhibitions; makes notes and/or comments on condition reports; oversees deaccession procedures in compliance with collection management policies.  

2. Oversees the movement, exhibition, storage, and disposition of art objects in order to guarantee security of the collections, including coordination with conservators, preparators, designers, curators and photographers.

3. Facilitates care and security of collections of art and artifacts on site; coordinates with conservators regarding the conditions necessary to store objects in a seismically safe, temperate place; controls art storage area; oversees object movement, internal and external; conducts periodic inventories of collection areas; maintains storage records and shelf lists.

4. Arranges for insurance on permanent collection, outgoing or incoming loans, including executing applications for federal indemnification of international exhibitions, maintaining insurance coverage and computing premiums when due, and processing liability and damage claims.

5. Prepares agreements and arrangements for outgoing and incoming loans, special exhibitions or permanent installation of objects, including contractual arrangements, loan agreement forms, exhibition contracts, condition reports, facility reports, supplying photographs, cataloging information, and other documents related to collections management.

6. Makes shipping arrangements for incoming and outgoing objects; inspects objects and checks condition reports, making notes as needed; coordinates the packing, crating and couriering of objects; establishes the date and method of shipping items. Works collaboratively with museum staff including curators, conservators, preparators, and packers, as well as representatives of other museums and outside art handling personnel such as airline personnel and cargo handlers in coordinating, scheduling, and monitoring the safe and legal movement of objects.

7. Researches and provides accurate information to museum administrators, staff and board members, representatives of other museums and the general public regarding loans, special collections, catalog information, packing, shipping, and insurance; promotes compliance with federal, state, and local laws relating to art collections management.

8. Serves as a courier accompanying valuable objects of art in transit as required. Accompanies art to offsite storage or airport cargo facility, oversees containerization and security; coordinates with customs broker; travels with art; supervises loading and unloading of crates at airport, borrowing museum and other venues. May oversee installation of objects at borrowing museums.

9. May prepare and manage special project budgets as required.

10. May train and supervise the work of subordinate personnel such as associate or assistant registrars, interns, and volunteers when required.

11. May check exhibitions to ensure environmental standards and security.

12. Performs related duties as required.


Previous Experience coordinating exhibition logistics for international, multi-loan exhibitions at a major museum.

Previous experience arranging complex crating and shipping arrangements for domestic and international loans.

Previous experience working on multiple exhibitions concurrently.

Previous experience working with US Federal Indemnity, overseeing indemnified exhibitions and/or contributing to applications.

Previous experience reviewing estimates and drafting exhibition budgets.

Previous experience acting as, and arranging for, art couriers.

Previous experience working with a crew of art handlers and specialized conservators in the context of exhibition installations and deinstallations.

Previous experience reviewing contracts and loan agreements Previous experience arranging for fine art insurance.

Previous experience with Immunity from Judicial Seizure.

Desirable Qualifications: The stated desirable qualifications may be used to identify job finalists at the end of the selection process when candidates are referred for hiring.

Minimum Qualifications

1. Possession of a baccalaureate degree from an accredited college or university in art, art history, museum studies, arts administration or a closely related field; AND four years of verifiable museum registration experience; OR 

  2. Possession of a master's degree from an accredited college or university in art, art history, museum studies, arts administration or a closely related postgraduate program; AND two years of verifiable museum registration experience. AND

 3. Computer literacy in word processing, data base management and a computerized registration system.

 Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

How To Apply

Applications for City and County of San Francisco jobs are only accepted through an online process. Visit to register an account (if you have not already done so) and begin the application process.

  • Select the desired job announcement
  • Select “Apply” and read and acknowledge the information
  • Select either “I am a New User” if you have not previously registered, or “I have Registered Previously”
  • Follow instructions on the screen

Computers are available for the public (from 8:00 a.m. to 5:00 p.m. Monday through Friday) to file online applications in the lobby of the Dept. of Human Resources at 1 South Van Ness Avenue, 4th Floor, San Francisco.

Applicants may be contacted by email about this announcement and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date.  Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter.  To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (,,,,,,,,,,,,

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file.  Applicants should retain this confirmation email for their records.  Failure to receive this email means that the online application was not submitted or received.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline.  Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Ramon K. Williams by telephone at 415-750-3616, or by email at


Selection Procedures

Minimum Qualification Supplemental Questionnaire : Candidates will be prompted to complete a Supplemental Questionnaire as part of the online employment application. This Minimum Qualification Supplemental Questionnaire is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications for this position. Applicants must also complete the official application. It is essential that applicants provide complete information in identifying their education, experience and training. The Minimum Qualification Supplemental Questionnaire will be used to evaluate if the applicant possesses the required minimum qualifications.

Screening of Application: On-line employment applications will be screened for relevant qualifying experience and education in relation to the minimum qualifications.  Additional mechanisms may be implemented in order to determine candidate’s qualifications. 

Supplemental Questionnaire (Weight: 100%) Candidates will be prompted to complete a supplemental questionnaire as part of the online employment application.  The Supplemental Questionnaire is designed to measure knowledge, skills and /or abilities in job-related areas which may include but not be limited to: the principles and practices of art registration; collections and collections data management standards and practices; loan and exhibition agreements; relevant legal standards and laws; budgeting and expense management; and risk management.

The supplemental questionnaire is the sole component of the exam process. The supplemental questionnaire will be rated and scored. All relevant experience, education and/or training must be on the supplemental questionnaire in order to be reviewed in the rating process.

Candidates will be placed on the eligible list in rank order according to their final score. The department may administer additional position-specific selection procedures to make final hiring decisions. Candidate scores on this examination may also be applied to other announcements involving other job titles, when directed by the Human Resources Director.

Make sure your application and any attachments to the application submitted at the time of filing are complete and accurate and include details on all experience, education, training and other information that qualifies you for this recruitment. Failure to submit a complete and accurate application at the time of filing may result in your ineligibility for this recruitment or inability to receive full credit for scoring purposes. Any new information concerning work experience, education, training and other information that is submitted after the filing deadline may not be used for scoring or considered to determine whether you meet the minimum qualifications.

Conviction History

As a selected candidate for a job, you will be fingerprinted, and your fingerprints will be sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used to determine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties and responsibilities of the job for which you are a selected candidate. If a conflict exists, you will be asked to present any evidence of rehabilitation that may mitigate the conflict, except when federal or state regulations bar employment in specific circumstances, such as:

  • Candidates for positions with the Unified School District and the Community College District may be disqualified from consideration should their conviction history not meet the standards established under the California Education Code.
  • Candidates for positions with the Recreation and Park Department may be disqualified from consideration should their conviction history not meet the standards established under California Public Resources Code 5164.

Having a conviction history does not automatically preclude you from a job with the City.

If you are a selected candidate, the hiring department will contact you to schedule a fingerprinting appointment.

Disaster Service Workers

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.



The Certification rule for the eligible list resulting from this examination is Rule of Three Scores.  Additional selection processes may be conducted by the hiring department prior to making final hiring decisions.

Terms of Announcement:

Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations.  Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule.  Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director.  Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

 Eligible List/Score Report:
A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be 12 months, and may be extended with the approval of the Human Resources Director.

Upon approval of the Human Resource Director (see Civil Service Rule 111A.26.5), the eligible list/score report resulting from this announcement may be used by other departments that also use this classification or a similar classification. To find other Departments which use this classification, please see

 General Information concerning City and County of San Francisco Employment Policies and Procedures:
Important Employment Information for the City and County of San Francisco can be obtained at or hard copy at 1 South Van Ness Avenue, 4th Floor.

Copies of Application Documents:
Applicants should keep copies of all documents submitted, as these will not be returned.

Right to Work:
All persons entering the City and County of San Francisco workforce are required to provide verification of authorization to work in the United States.

Exam Type: Position Based Test (PBT)

Issued:  February 26, 2019

Micki Callahan

Human Resources Director

Department of Human Resources

Recruitment ID Number: PBT-3556-093792



All employees hired on or after January 10, 2009 will be required (pursuant to San Francisco Charter Section A8.432) to contribute 2% of pre-tax compensation to fund retiree healthcare. In addition, most employees are required to make a member contribution towards retirement, ranging from 7.5%-13.25% of compensation. For more information on these provisions, please contact the personnel office of the hiring agency.

For more information about benefits, please click here.


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