Processing Archivist II
Position: Processing Archivist II
Department: Maine State Archives
Schedule: 40 hrs., M-F
Job Class: 0282
Salary: Grade: 19, $19.84 - 27.49
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 Maine State Archives, a branch of the Department of the Secretary of State, is seeking candidates for the position of Processing Archivist II within the Archives Services Division. The responsibilities of this essential role include accessioning and processing both paper and digital archival collections, creating finding aids and catalog entries, and scanning archival documents in accordance with industry standards. The Processing Archivist II will work with older archival collections that have not been processed, as well as with modern collections newly transferred to the State Archives. Additionally, this role involves posting historical materials online for public access and maintaining ArchivesSpace catalogue entries according to descriptive standards. The Processing Archivist II also evaluates and improves the storage of archival materials to ensure proper preservation.
The Processing Archivist II coordinates and supervises subordinate staff, contract workers, and interns in the absence of the Head of Archives Services. Work is carried out with limited supervision. The work schedule is Monday through Friday.
The Maine State Archives strives to make the historical records of Maine State Government widely accessible to the public. The mission of the Maine State Archives is to make the operations of state and local government more efficient, more effective, and more economical through records management by preserving and providing access to the public the permanent historical records of Maine in our custody.
What We’re Looking For:
Team Collaboration: Ability to work effectively within a team, contributing to shared goals and helping others succeed.
Communication Skills: Clear and effective communication with colleagues, management, and stakeholders to ensure alignment and clarity.
Adaptability: Willingness and ability to adapt to changing priorities, processes, and technologies.
Problem-Solving: Strong critical thinking skills to identify issues and propose innovative solutions.
Attention to Detail: A focus on accuracy and thoroughness in completing tasks and managing responsibilities.
Professionalism: Maintain a positive and respectful work environment through thoughtful, courteous interactions.
Key Competencies We Value:
Emotional Intelligence: Ability to understand and connect with others, showing empathy while maintaining professionalism and accountability.
Conflict Resolution & Feedback: Skill in managing difficult situations and offering constructive feedback with tact and respect.
Time Management: Strong organizational and multitasking abilities to balance various responsibilities effectively.
Commitment to Excellence: Dedication to achieving high standards in service delivery and personal work performance.
Continuous Improvement: A mindset focused on improving processes, learning new skills, and supporting team development.
In this role, you will:
- Arrange, process, and preserve archival collections following professional standards to ensure intellectual control of and public access to state records.
- Administer and maintain ArchivesSpace and related databases, ensuring metadata consistency, discoverability, and staff training on best practices.
- Create and upload records and metadata using controlled vocabularies and perform reparative description of legacy material.
- Collaborate with Archives and Records Management teams on retention schedules and archival acquisitions.
- Apply subject expertise for reference services for the public and state agencies.
- Design and deliver outreach initiatives to prioritize user experience, including research guides, presentations, and workshops.
- Evaluate records for accession, deaccession, and conservation needs, applying appropriate preservation methods.
- Assess confidentiality requirements in compliance with laws and regulations.
- Participate in professional development to stay current with emerging archival practices and tools.
- Perform special projects to support agency goals, develop and document complex project management plans, coordinate and lead team projects and workflow. Contribute effectively as a team member.
Preferences will be given to candidates who have:
- Processing experience in an archival setting.
- Knowledge of federal and Maine laws and regulations regarding government records, including acquisition, retention, transparency, and confidentiality.
- Knowledge of records management practices, including retention schedules, databases, policies, and procedures.
- Knowledge of U.S. and Maine history, state government, and judicial development.
- Knowledge of archival best practices, including collection management, metadata standards (DACS, ISAD(G), EAD), content descriptions, controlled vocabularies, and born-digital records.
- Skill in scholarly research methods using primary and secondary sources, public records, archival holdings, and electronic databases.
- Knowledge of basic conservation methods, materials, and environmental hazards affecting records, including safe handling of mold or other contaminants.
- Proficiency with ArchivesSpace, Microsoft Office, HTML, and other archival or office software tools.
- Ability to communicate clearly and effectively, verbally and in writing, explain technical concepts to varied audiences, and to read cursive handwriting.
- Ability to lift up to 40 pounds, climb ladders, and work in dusty environments.
Minimum Qualifications:
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.
Preference will be given to those with an MLIS degree or equivalent education in history or museum studies.
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.
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 ($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.
Contact information:
Questions about this position should be directed to Terri Kanaris at Terri.Kanaris@maine.gov
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. Any experience that was not full-time employment should be identified as such.
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, 29 State House Station, Augusta, ME 04333 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.
State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.
Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.
There's a job, and then there’s purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in different ways, and we appreciate that many skills and backgrounds can make people successful in this role.
As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation, or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.
If you’re looking for a great next step and want to feel good about what you do, we’d love to hear from you. Please note that reasonable accommodations are provided to qualified individuals with disabilities upon request.
Thinking about applying?
Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.
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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.
Additional Info
Job Type : Full-Time