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.

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Position: Reference Archivist I

Department: Secretary of State - Maine State Archives

Division: Archives
Location: Augusta, Maine
Schedule: Monday - Friday

Job Class & Grade: 0281 - 16
Salary: $17.69 - $24.27

Closing Date: September 24, 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 great 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 dynamic, growth-focused environment. If you are passionate about making a difference, driving success, and being part of a positive team culture, we want you on our team.

About the Position:

The Reference Archivist I position does archival research and reference services for use by others.  Duties include retrieving archival records and documents, monitoring the use of archival materials and equipment, and instructing others in its use.  Work is performed under limited supervision.

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 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.

Preference will be given to candidates who bring digital fluency and a process-improvement mindset: 

Comfort learning and adopting new technologies, experience streamlining or digitizing paper-based work, clear written communication, curiosity about emerging workplace tools, and the judgment to evaluate and verify their output before relying on it. 

• 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.

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, which may include fingerprinting. 

Why Join Our Team?

No matter where you work across Maine State Government, you’ll be part of a workforce that embodies our state motto - "Dirigo" or "I lead" - providing essential services to Mainers every day. We believe in supporting our workforce's health and well-being with a valuable total compensation package, including:

Contact information:
Questions about this position should be directed to Terri Kanaris Talent Acquisitions Specialist, via email [email protected]

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, and copies of any transcripts or certifications you wish to have considered while evaluating your application.  In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period.  Applications cannot be accepted after the posting closing date.

If you require a paper application, please download and print one HERE or contact our office at 207-441-9993.  Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Secretary of State, Office of Human Resources, 101 Hospital Street, Augusta, ME 04330 or faxed to 207-624-9313.  Be sure title of the job you are applying for is included.  Applications cannot be accepted after the posting closing date.  

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

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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.