Reference Archivist II / Maine State Archives

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State. 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 Join Our Team at the Department of the Secretary of State: 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. Are you ready to make a difference? 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. About the Position: This is professional services work involvingarchivalworkin a specialized area.The Archivist II performs work independently and under limited supervision, overseeing the care, maintenance, organization, preservation, digitization, and documentation of archival collections.In the absence of the Archivist III, the Archivist IIis responsible forcoordinatingthework ofArchivist I,contract workers, and interns. What We’re Looking For: 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. Key Competencies We Value: 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. In This Role You Will: 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 agencies,and community partners to provide specialized content experiences, programs,outreachand 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, delegatingtasks,assessingprogress, 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. Assessands recommendspotentialconfidentiality restrictionsin accordance withstate and federallaws and regulations. AdministersArchivesSpace,LibSafe, andOpenAccessdatabases, including creationofdatabase and metadatastructure,maintainingmetadata consistency across databases to ensure discoverability,runningreports,trainingother 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. Preference will be given to candidates who have: Knowledge of federal andMainelaws and regulationspertaining togovernment records, including acquisition, retention, transparency, and confidentiality. Knowledge of Records Management retention schedules, database,policiesand 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 management,databasemanagementand metadataschemas. Knowledge of DACS, ISAD(G),EAD,HTML, and controlled vocabularies. Skillswithrecordsimaging, management,description,access, 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 Access,LibSafe, andMicrosoftOffice. Abilitytoanticipateand prioritizeend-user experience and needs. Ability to learn and adapttonew technologies. Ability tocreate anddocumentproject management plans forcomplexprojects Ability to coordinateand leadprojectteamsas well as an ability toparticipateand contribute toteam projects led by colleagues. Ability to communicate effectivelybothverbally and in writing,with 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 identification,safe handling,stabilization, and housing. Ability to lift and carry approximately 40 pounds. Ability to climb ladders. Ability to work in a dirty, dusty environment. MINIMUMQUALIFICATIONS: (Entry level knowledges, skills, and/or abilities may be acquired through, BUTARENOTLIMITEDTO the following coursework/training and/or experience). A six (6) year combination of education, training, and/or professional experience in related archival services, information systems, electronic data storage management, and advanced research methods and techniques. 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. Why Join Our Team? We believe in supporting our workforce's 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 ($12,213.60 - $13,650.48 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 employee's pay towards the Maine Public Employees Retirement System (MainePERS). Contact information: Questions about this position should be directed to Terri Kanaris Talent Acquisitions Specialist, via email View email address on click.appcast.io #J-18808-Ljbffr MaineGuide