Reference Archivist I - Maine State Archives

Secretary of State; United States; On-site; USD 24,000 - 33,000; Full time

Benefits offered by this job

Paid holidays

Sick leave

Vacation leave

Health insurance

Dental insurance

Retirement plan

Gym reimbursement

Flexible Spending Accounts

Parental leave

Public Service Loan Forgiveness

Job summary

The Secretary of State - Maine State Archives in Augusta, Maine is seeking a Reference Archivist I to provide reference services to the public and state agencies, conduct archival research, and assist with instruction on archival tools and best practices. The role emphasizes accuracy, customer service, and collaboration with patrons and agencies.

The position requires foundational education in archival services or related fields, proficiency with Archives Space, EAD, and metadata standards, and

Qualifications

• Foundational education, training, and/or experience in archival services, history, or related field.
• Experience handling archival materials and reference services is preferred.
• Ability to communicate clearly with diverse audiences.

Responsibilities

• Provides reference services to the public and state agencies via email, phone, and in-person interactions.
• Educates others on archival tools and best practices, including databases, guides, and resources.
• Conducts historical, statutory, and other research for in-house and public use.
• Collaborates with patrons and state agencies on research guides, presentations, and workshops.
• Contributes to development and refinement of policies and procedures.
• Arranges, preserves, and manages collections per professional standards including DACS and EAD.
• Maintains Archives Space, Libsafe, and OpenAccess metadata and user manuals.
• Creates and uploads records and metadata using controlled vocabularies.
• Coordinates with teams to amend retention schedules and facilitate transfers.
• Attends continuing education webinars and conferences on archival practices.
• Completes special projects to support agency goals.

Skills

Customer service

High volume readiness

Team collaboration

Adaptability

Attention to detail

Clear communication

Problem solving

Professionalism

Education

Foundational archival education/experience

Tools

Archives Space

Libsafe

OpenAccess

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.

Minimum 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.

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.

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.

Create Account Please note: applicant accounts cannot be deleted once created. If you would prefer not to maintain an online account, you may submit a paper application as an alternative.

About Us

Join Maine State Government and Make a Difference in Your Community If you're looking for a fulfilling career that allows you to serve the public and make a difference, consider working with Maine State Government! Our departments boast an array of professions, including attorneys, biologists, correctional officers, equipment operators, engineers, human resources professionals, information technology experts, law enforcement officers, nurses, park rangers, social workers, and transportation workers. With more than 100 agencies, boards, and offices, Maine State Government is the perfect place to explore various industries and interests. Whether you're interested in finance or forestry, there's an opportunity for you to help make Maine an even better place to live.