Job Description

If you are a current State of Maine employee, you must complete your application through the internal application process (Find Jobs Report). Please apply using your PRISM account. If you are on Seasonal Leave and do not have access to PRISM, contact your local Human Resources representative for application information.

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Department:

State Archives

Location:

Augusta

Schedule :

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

Job Class & Grade:

0281 - 16

Salary:

$17.69 - $24.27

Closing Date:

December 31, 2025

Join Our Team at the Department of the Secretary of State:

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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?

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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:

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This professional role involves specialized archival work. The Reference Archivist I works independently with limited supervision, managing the care, maintenance, organization, preservation, digitization, and documentation of archival collections.

What We're Looking For:

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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:

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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:

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Provides reference services to the public and state agencies through email, telephone, and in-person interactions. Utilizes and educates others on archival tools and best practices, including databases, guides, and resources for finding, using, and handling historical documents in both paper and digital formats. Conducts detailed historical, statutory, and other research for in-house and public use, utilizing a variety of physical and digital resources. Collaborates with patrons, state agencies, and community partners to create specialized content experiences, programs, outreach initiatives, and deliverables, including research guides, presentations, and workshops. Contributes to the development, implementation, and refinement of policies and procedures. Arranges, processes, and preserves collections according to accepted professional standards and practices, including the understanding and implementation of DACS (Describing Archives: A Content Standard) and EAD (Encoded Archival Description), to ensure public access to government documents. Adheres to multi-year project management plans. Provides input regarding materials for accession and deaccession. Determines and applies appropriate conservation methods to preserve and rehabilitate records, maps, and materials. Assesses and recommends potential confidentiality restrictions in compliance with state and federal laws and regulations. Contributes to the administration of Archives Space, Libsafe, and OpenAccess databases, as well as maintaining metadata and user manuals. Creates and uploads records and metadata to multiple databases using controlled vocabularies and metadata schemas and performs reparative descriptions. Coordinates with Archive Services and Records Management teams to create and amend records retention schedules, input data into the RM Database, facilitate the transfer of archival records, and add new archival acquisitions to the collection. Attends continuing education webinars, workshops, and conferences to stay updated on emerging archival best practices, including tools, approaches, and standards. Completes special projects as assigned to support the agency's goals and objectives.

Knowledge and Abilities:

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Knowledge of archival best practices and experience in collection and information management, including metadata schemas. Familiarity with DACS, ISAD(G), EAD, HTML, and controlled vocabularies. Strong customer service skills and ability to engage with the public on research inquiries. Skills in records imaging, access, and preservation for both physical and digital formats, including conservation practices. Proficient with software such as Archives Space and Microsoft Office. Familiarity with federal and Maine laws regarding government records, including acquisition, retention, transparency, and confidentiality. Familiarity with Records Management schedules, databases, and policies. Understanding of U.S. and Maine state history, especially in the context of state government and courts. Proficient in scholarly research methods using primary and secondary sources, including public records and databases. Aptitude for learning new technologies and implementing complex project management plans. Ability to work independently and in teams, with strong verbal and written communication skills for diverse audiences. Capacity to read cursive handwriting Physically able to lift approximately 40 pounds, work in dusty environments, and handle records with potential hazards, following best practices for safe handling and stabilization.
Preference will be given to candidates with a master's degree in library science / Archival Management.

MINIMUM QUALIFICATIONS:

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(Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience).

A four (4) year combination of education, training, and/or experience providing knowledge of English usage, State and American history, information systems, and research methods and techniques.

Why Join Our Team?

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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 ($11,196.96 - $12,514.32 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 ($387.62 annual value).

Retirement Plan: The State contributes the equivalent of 14.11% 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:

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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.