Archivist III

Augusta, Maine, United States | Management/Supervisory | Full-time | Partially remote

Apply by: Aug. 15, 2022

Job Class Code: 0283
Grade: 23
Salary: $22.87-$31.01
Opening: July 18, 2022

Closing: August 15, 2022

The Department of the Secretary of State, Maine State Archives is seeking candidates for an Archivist III position to lead the Archives Service Division. This leadership position will shape and oversee the preservation of Maine State Government’s records, dating from 1636 to the present day. The Maine State Archives is at the beginning of a new phase, as Maine State Government moves from a paper to digital format in records keeping. The Maine State Archives seeks a creative and visionary individual to serve as the Archivist III to ensure access to both paper and digital records for all Maine residents.

The Archivist III position leads the policies and activities of the Archives Services division, supervising four division staff members. This position works closely with the Executive and Legislative branches of state government to identify and acquire archival records for preservation. The Archivist III researches and studies state government in order to arrange and describe records, develops finding aids, assists researchers, and advises state agencies. The Archivist III also speaks before groups and provides public programs, including professional training and workshops. This position works within a team to develop exhibits and supports the work of the Maine Historical Records Advisory Board.

The Archivist III reports directly to the Archives Director and works closely with the Maine State Archivist as a member of the senior management team. 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. 


  • Supervisors and manages the work of subordinate staff.
  • Working with the Archives Director, sets and maintains Archives Services and Research Room policies and procedures.
  • Selects accessions (hard copy and electronic) and arranges archival records and materials to maintain intellectual and physical control of state governmental documents.
  • Researches and studies government records (hard copy and electronic) to arrange and describe materials, develop finding aids, assist researchers, reply to inquiries, and advise agencies and groups on archival records.
  • Supervises subordinates in the preparation of finding aids and the processing, preservation, repair, and photographic reproduction of records to maintain records in useable condition.
  • Participates in workgroups with other state agencies, vendors, and cultural groups in special projects.
  • Instructs individuals and groups in the use of archival holdings and finding aids to promote preservation of scholarly data and use of archival services. Instruction includes training, webinars, and collaboration with the MSL and MSM.
  • Speaks before groups, provides tours, and responds to written inquiries from State to provide general information regarding archival holdings and research methods and procedures.
  • Implements and complies with human resource laws, policies, procedures, and practices in supervisory role, such as: AA/EEO, recruitment, employment, position classification, performance appraisals, training, discipline, contract administration, human resource components of security protocols of agency information security and confidentiality policies, and employee safety.
  • Communicate efficiently and in a professional manner to provide effective customer service.
  • Participates in the Archives Advisory Board and Maine Historic Records Advisory Board as and when appropriate.
  • Confers with staff exhibit team on planning exhibits.
  • Conducts scholarly research to provide information to the public.
  • Completes special projects as assigned and contributes to the planning and coordination of exhibits to support agency goals and objectives.

To be successful, you will need:

  • Knowledge of laws and regulations pertaining to government records.
  • Knowledge of sources, methods, and techniques used in scholarly research.
  • Knowledge of planning and managing digital archives program including current trends, tools, best practices, and issues associated with electronic records.
  • Knowledge of electronic records issues, systems analysis, systems development concepts, and data storage methods, media, and security.
  • Knowledge of metadata standards relevant to the control of digital collections materials.
  • Knowledge of format validation and conversion methods, data integrity techniques, and technologies, long term storage planning, and digital asset management systems.
  • Knowledge of a wide range of computer operating systems, storage systems, and file formats.
  • Knowledge of information management systems as they pertain to the preservation of records and archival digitization.
  • Knowledge of methods, techniques, and materials used in the care and preservation of permanent records.
  • Knowledge of Maine and American History.
  • Knowledge of supervisory principles, practices, and techniques.
  • Knowledge of State of Maine Performance Management Appraisal system.
  • Knowledge of development and growth of state and local governments.
  • Knowledge of digital file formats, electronic records management and digital persistence practice and theory.
  • Knowledge of web-design delivery systems including social media.
  • Knowledge of copyright, donor restrictions, and permissions issues related to processing digitized and born-digital material.
  • Ability to research archival records, analyze complex bodies of materials, and develop and establish appropriate research aids.
  • Ability to consult with and advise others in the use of archival services and materials.
  • Ability to articulate highly technical concepts and requirements to a variety of audiences.
  • Ability to explain archival holdings and services.
  • Ability to counsel and advise subordinates.
  • Ability to prepare, organize, and instruct workshops and seminars and speak before various-sized groups of people.
  • Ability to communicate effectively.
  • Ability to write clearly and effectively.

Minimum qualifications: 

  • An eight (8) year combination of education, training, and/or professional experience related to archival services, information systems, electronic data storage management, and advanced research methods and techniques, including (1) year of supervisory experience. Preference will be given to those with an MLIS degree or equivalent education in history or museum studies.

For more information or questions, please contact: or call (207) 624-9010.

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including: 

  • Work-Life Balance – Rest is essential. Take time for yourself using 13 paid holidays12 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%-100% of employee-only premiums ($10,150.80-$11,345.04 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.  
  • Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements
  • Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value). 
  • Retirement Plan – The State of Maine contributes 13.16% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.  
  • 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 fathers and adoptive parents—receive four 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. 
  • Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness

Maine State Government is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide reasonable accommodations to qualified individuals with disabilities upon request.