Reference Archivist I - Maine State Archives

MaineGuide; Augusta (ME); On-site; USD 24,000 - 33,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Paid Holidays

Job summary

Department of the Secretary of State, Maine State Archives, seeks a Reference Archivist I in Augusta. The role performs archival research, reference services, and instruction in use of archival materials, including paper and digital formats.

Duties include retrieving records, monitoring usage, and training others under limited supervision. The ideal candidate brings strong customer service, attention to detail, and teamwork.

Qualifications

• Foundational education, training, and/or experience in archival services, history, or another related field demonstrating competency in State and American history, working with manual and electronic information systems, managing records and other documents, and utilizing scholarly research sources, methods, and techniques.

Responsibilities

• 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on archival tools and best practices, including databases, guides, and resources for finding, using, and handling historical documents in both paper and digital formats.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 and EAD, 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.

Job description

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.

MINIMUMQUALIFICATIONS

Foundational education, training, and/or experience in archival services, history, or another related field demonstrating competency in State and American history, working with manual and electronic information systems, managing records and other documents, and utilizing scholarly research sources, 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, 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:

• 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 ($12,213.69 - $14,790.59 annual value), depending on salary. Use this chart to find the 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).
• Gym Membership Reimbursement: Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
• Health and Dependent Care Flexible Spending Accounts: Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
• Public Service Student Loan Forgiveness: The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.
• Living Resources Program: Navigate challenging work and life situations with our employee assistance program.
• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receive six weeks of fully paid parental leave. Additional unpaid leave may also be available, under the Family and Medical Leave Act.
• Voluntary Deferred Compensation: Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.

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

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