Reference Archivist II Maine State Archives

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Department: Secretary of State / Maine State Archives

Division: Archives

Location: Augusta

Schedule: Monday Friday 8:00 am to 4:30 pm

Grade: 19

Salary: $19.84 - $27.49

Closing Date: August 18 2026

At the Department of the Secretary of State we are a team dedicated to providing efficient and exceptional service to our community. We prioritize work-life balance and offer excellent benefits to support our team in achieving professional success while maintaining personal well-being. Join a team that fosters a culture of teamwork integrity and continuous improvement offering opportunities for growth and making a meaningful impact on the lives of our citizens.

We are looking for dedicated and collaborative individuals who thrive in a fast-paced customer-focused environment. If you are passionate about delivering outstanding public service contributing to a high-performing team and supporting the people of Maine every day we want you on our team.

This is professional services work involvingarchivalworkin a specialized Archivist II performs work independently and under limited supervision overseeing the care maintenance organization preservation digitization and documentation of archival the absence of the Archivist III the Archivist IIis responsible forcoordinatingthework ofArchivist Icontract workers and interns.

• Customer Service Excellence: Demonstrated ability to provide courteous accurate and efficient service in a fast-paced setting with a diverse public.
• High Volume Readiness: Comfortable handling large numbers of customer interactions per day while maintaining composure and professionalism.
• Team Collaboration: Work effectively within a team supporting shared goals and contributing to a respectful productive workplace.
• Adaptability: Adjust quickly to new procedures policies and technologies as agency needs evolve.
• Attention to Detail: A focus on accuracy and thoroughness in completing tasks and managing responsibilities. Confidently make informed decisions and stay solution-focused while managing multiple priorities without sacrificing accuracy or customer satisfaction.
• Clear Communication: Strong verbal and written communication skills to explain complex rules and processes in a way that is easy for the public to understand.
• Problem-Solving: Identify and resolve issues efficiently while maintaining a calm and helpful demeanor.
• Professionalism: Consistently represent the Department with respect integrity and accountability.

• Emotional Intelligence: Empathetic self-aware and able to manage high-stress interactions with tact.
• Conflict Resolution: Handle difficult or emotional customer situations with patience and effectiveness.
• Time Management: Prioritize tasks and complete assignments accurately and on time.
• Commitment to Excellence: Dedication to high-quality work accuracy and upholding public trust.
• Continuous Improvement: A mindset focused on improving processes learning new skills and supporting team development.

• Provides reference servicesand subject-areaexpertiseto the public and state agenciesthrough email telephone and in person including assisting researchers in thepublicresearch room.
• Uses and educates others on archival tools and best practices including databases guides and other resources for finding using and handling historical documents in paper and digital formats.
• Performs detailed historical statutory and other research for in-house and public useusing a variety of physical and digital resources.
• Works with patrons state agenciesand community partners to provide specialized content experiences programsoutreachand deliverables including creation of research guides presentations and workshops.
• Develops implements and refines policies and procedures.
• Arranges processes and preserves collectionsin accordance withaccepted professional standards and practices including understanding and implementation of DACS and EAD tomaintaincontrol of and provide public access to governmental documents.
• Coordinates and leads teamprojects includingdesigning strategy andworkflow delegatingtasksassessingprogress and ensuring goals are met.
• Develops andexecutesmulti-year project management plans.
• Evaluates materials for accession and deaccession.
• Determinesand deploysappropriate conservationmethods to preserve and rehabilitate records.
• Assessesand recommendspotentialconfidentiality restrictionsin accordance withstate and federallaws and regulations.
• AdministersArchivesSpaceLibSafe andOpenAccessdatabases including creationofdatabase and metadatastructuremaintainingmetadata consistency across databases to ensure discoverabilityrunningreportstrainingother staff on institutional procedures and best practices andcreating andupdatinginternaluser manuals.
• Creates and uploads records and metadatato multiple databases using controlled vocabularies and metadata schema performs reparative description. Coordinates with Archive Services and Records Management teams to create and amend records retention schedulesand add new archival acquisitions to the collection.
• Attends continuing education webinars workshops and conferences tomaintainand implement knowledge of current and emerging archival best practices including tools approaches and standards.
• Completes special projects as assigned to support agency goals andobjectives.

• Knowledge of federal andMainelaws and regulationspertaining togovernment records including acquisition retention transparency and confidentiality.
• Knowledge of Records Management retention schedules databasepoliciesand procedures.
• Knowledge of U.S. and Maine state history and the development of Maine state governmentand courts.
• Skills with sources methods and techniques of scholarly research using primary and secondary sources including but not limited to public records archival holdings and electronic databases.
• Knowledge of archival best practices including experience withcollection andinformation managementdatabasemanagementand metadataschemas.
• Knowledge of DACS ISAD(G)EADHTML and controlled vocabularies.
• Skillswithrecordsimaging managementdescriptionaccess and preservation.
• Knowledge of methods techniques and materials used in the care and preservation of records in physical and digital formats including paper types common hazards conservation electronic records management and digital persistence practice and theory.
• Skillswith variousarchival and office softwareproducts including but not limitedtoArchivesSpace Open AccessLibSafe andMicrosoftOffice.
• Ability toanticipateand prioritizeend-user experience and needs.
• Ability to learn and adapttonew technologies. Ability tocreate anddocumentproject management plans forcomplexprojects
• Ability tocoordinateand leadprojectteamsas well as an ability toparticipateand contribute toteam projects led by colleagues.
• Ability to communicate effectivelybothverbally and in writingwith skill to clearlyarticulate highly technical conceptsand workflowsto a variety of audiences through a variety of mediums.
• Ability to read cursive handwriting.
• Ability to work withrecords withmoldor other material hazards includingknowledge ofbest practices for identificationsafe handlingstabilization and housing.
• Ability to lift and carry approximately 40 pounds.
• Ability to climb ladders.
• Ability to work in a dirty dusty environment.

Applicants must be authorized to work in the United States. Please note that this position is not eligible for visa sponsorship or STEM OPT extensions and successful candidates will be required to complete an I-9 form upon hire.

The successful candidate must pass a National Criminal Background check.

We believe in supporting our workforces health and well-being with a valuable total compensation package including:

Work-Life Fit: Take time for yourself with 13 paid holidays 12 days of sick leave and 3 weeks of vacation leave annually. Vacation leave accrual increases with years of service and overtime-exempt employees receive personal leave.

Health Insurance Coverage: The State of Maine pays 85%-95% of employee-only premiums ($12213.60 - $13650.48 annual value) depending on salary. Use this chart to find premium costs for you and your family including the percentage of dependent coverage paid by the State.

Dental Insurance: The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).

Retirement Plan: The State contributes the equivalent of 14.06% of the employees pay towards the Maine Public Employees Retirement System (MainePERS).

Questions about this position should be directed to Terri Kanaris Talent Acquisitions Specialist via email

To apply click Apply for this opening and upload your cover letter resume and any relevant transcripts or certifications. Your resume must include month/year for each position and list related duties and responsibilities. Please note if any experience was part-time.

Need a paper application Download one HERE or call .

Submit paper applications cover letter and resume before the closing date to:

Office of Human Resources
Secretary of State Office of Human Resources
101 Hospital Street
Augusta ME 04330
Fax:

We are an Equal Opportunity Employer committed to building an inclusive workplace that respects and values diversity across all background

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If you are unable to complete the online application please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.