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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
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 involving archival work in 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 II is responsible for coordinating the work of Archivist 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 services and subject-area expertise to the public and state agencies through email, telephone, and in person, including assisting researchers in the public research 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 use using a variety of physical and digital resources.
- Works with patrons, state agencies, and community partners to provide specialized content experiences, programs, outreach and deliverables, including creation of research guides, presentations, and workshops.
- Develops, implements, and refines policies and procedures.
- Arranges, processes, and preserves collections in accordance with accepted professional standards and practices, including understanding and implementation of DACS and EAD, to maintain control of and provide public access to governmental documents.
- Coordinates and leads team projects, including designing strategy and workflow, delegating tasks, assessing progress, and ensuring goals are met.
- Develops and executes multi-year project management plans.
- Evaluates materials for accession and deaccession.
- Determines and deploys appropriate conservation methods to preserve and rehabilitate records.
- Assesses and recommends potential confidentiality restrictions in accordance with state and federal laws and regulations.
- Administers ArchivesSpace, LibSafe, and OpenAccess databases, including creation of database and metadata structure, maintaining metadata consistency across databases to ensure discoverability, running reports, training other staff on institutional procedures and best practices, and creating and updating internal user manuals.
- Creates and uploads records and metadata to 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 schedules and add new archival acquisitions to the collection.
- Attends continuing education webinars, workshops, and conferences to maintain and implement knowledge of current and emerging archival best practices, including tools, approaches, and standards.
- Completes special projects as assigned to support agency goals and objectives.
Preference will be given to candidates who have:
- Knowledge of federal and Maine laws and regulations pertaining to government records, including acquisition, retention, transparency, and confidentiality.
- Knowledge of Records Management retention schedules, database, policies and procedures.
- Knowledge of U.S. and Maine state history and the development of Maine state government and 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 with collection and information management, database management and metadata schemas.
- Knowledge of DACS, ISAD(G), EAD, HTML, and controlled vocabularies.
- Skills with records imaging, 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.
- Skills with various archival and office software products, including but not limited to ArchivesSpace, Open Access, LibSafe, and Microsoft Office.
- Ability to anticipate and prioritize end-user experience and needs.
- Ability to learn and adapt to new technologies. Ability to create and document project management plans for complex projects
- Ability to coordinate and lead project teams as well as an ability to participate and contribute to team projects led by colleagues.
- Ability to communicate effectively both verbally and in writing, with skill to clearly articulate highly technical concepts and workflows to a variety of audiences through a variety of mediums.
- Ability to read cursive handwriting.
- Ability to work with records with mold or other material hazards, including knowledge of best 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.
MINIMUM QUALIFICATIONS:
(Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO 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 Terri.Kanaris@Maine.gov
Application Instructions:
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 207-441-9993.
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: 207-624-9313
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.
