Department: Department of the Secretary of State / Maine State Archives

Location: Augusta, Maine (Hybrid)

Schedule:  40 hrs. Monday – Friday

Job Class & Grade: CA29 – Confidential

Salary: $68,993.59 - $97,635.20 Annually

Closing Date: 01/26/2026

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 excellent 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.

About the Position:

The Director of Digital Archives & Data is essential to advance the management of state government digital records. This position oversees the work of the Maine State Archive’s digital archivists and is a super-user of, and primary interface with, all proprietary and subscription-based digital Archival services (including but not limited to: Libnova, Lyrasis, Civic Plus, and a records management database). An expert in digital archiving, this position enables and supports other state agencies to maintain and manage their digital records, including those that are archival. This position collaborates with outside agencies’ records officers and Maine State Archives records management staff to promote best practices internally; facilitates the recruitment of other agencies’ participation, adoption and utilization of the services Maine State Archives provides; and provides advice on the implementation of new records management technologies. The position is responsible for clearly articulating Maine State Archives requirements for website development, records management and archiving to enable Secretary of State Information Systems to design, develop, and implement any new or necessary system architecture. The position also facilitates accessibility, equity, privacy and security for the Maine State Archives’ platforms. 

The position is responsible for developing electronic data governance policy for the offices of the Secretary of State in collaboration with Secretary of State Information Systems and the Secretary of State Chief Information Officer. In accordance with LD 1610, PL2021, Chapter 717, the position will also collaborate with Department of Administrative and Financial Services and the Permanent Commission on the Status of Racial, Indigenous and Tribal Populations regarding the data governance program, including facilitating other agencies’ management of digital records in a manner that preserves their utility in compliance with Title 5, section 95-C. 

The position is located onsite at Maine State Archives and reports to the State Archivist.

What We’re Looking For:

• Innovative Thinking: Proven ability to implement new programs, streamline processes, and bring forward-thinking solutions to complex challenges.
• Team Collaboration: A leader who builds strong, collaborative relationships across teams and creates an environment where employees feel valued and empowered to contribute to shared goals.
• Communication Skills: Exceptional verbal and written communication skills, with the ability to clearly convey complex information to both internal teams and external stakeholders.
• Leadership Excellence: Experience leading senior management IT teams with a strong track record of driving positive change and developing talent.
• Positive Workplace Culture: Commitment to and a proven track record of creating a workplace environment where respect, transparency, and mutual support are central to the team’s success.
• Technology Solutions: Experience in successfully deploying a wide verity of technical solutions to large organizations. 
• Adaptability and Resilience: Ability to respond to changing priorities with agility, making decisions that maintain service excellence and operational integrity.

Key Competencies We Value:

• Emotional Intelligence: A strong ability to connect with others, building trust and fostering collaboration across all levels of the organization.
• Problem Solving and Innovation: Comfort with navigating complex problems and leading teams to create practical, innovative solutions.
• Conflict Resolution & Feedback: Skilled in guiding teams through challenges and offering constructive, actionable feedback.
• Time Management: Expertise in balancing multiple projects and responsibilities effectively while maintaining high standards.
• Continuous Improvement: A mindset focused on continuous learning, both for yourself and your team, to drive positive changes across the Bureau.

In This Role You Will:

• Determine policies and procedures for records management aspects of data governance to enhance the State’s ability to manage, maintain, and archive digital records and analyze them in conjunction with other data.
• Determine record management data and technology to strengthen the archival and records management work.
• Determine solutions which meet Maine Archives needs to manage records storage and archival storage for natively digital data.
• Provide expertise in the Archival industry’s technology standards and trends for digital records management technology and the archiving of digital data, including best  practices to ensure security and integrity of data, and secure methods of transferring data between systems.
• Provide expertise in cloud-based applications for digital archiving, record keeping, and public access.
• Through research and collaborative processes, envision, communicate, and build consensus around the future state of digital records management and achieve convergence by branches of government toward implementation of that vision.
• Lead and manage a small team
• Build relationships with all levels of staff, managers, and offices across state government and maintain effective working relationships.
• Deploy excellent verbal and written communications skills.
• Demonstrate excellent research, analytical, and problem-solving skills.
• Demonstrate knowledge of current State Archives and other government agencies’ technology systems, capabilities, and needs and a good working knowledge of web-based API coding.
• Oversee the work of Maine State Archives digital archivists.
• Monitor, ensure the maintenance of, and be the primary interface with all proprietary and subscription-based digital Archival services (including but not limited to: Libnova, Lyrasis, Civic Plus, and a records management database).
• Facilitate other state agency’s ability to maintain and manage their digital records, including those that are archival.
• Contribute to the creation of data-sharing policies and agreements to support decision making and improve citizen access to government services, particularly as these relate to managed records in various states of retention and to archives held by the Maine State Archives.
• Collaborate with records management staff to recruit other agencies’ participation in best records management practices and enlists their utilization of the services MSA provides, as well as provides advice on their implementation of new records management technologies.
• Develop policies to enable and support the transfer of digitally born records from state agencies to the Maine State Archives for preservation and ensures the best data quality, retention of analytical value and availability across systems.
• Promote record management policies that avoid biasing the racial and ethnic demographic data of what is retained versus what is not.
• Contribute to the creation of models for sharing data with the public and develops policies to reduce disparities and increase equity. Collaborates with Maine IT and agencies to ensure the records management and archive capabilities implemented by data systems retain similar data sharing and equity qualities.
• Articulate MSA’s requirements for website development and records management to best enable SOS IS to design, develop, and implement new or necessary system architecture.
• Facilitate accessibility, equity, privacy and security for the Maine State Archives’ platforms. 

Minimum Qualifications:

• 15-year combination of education and experience in digital record-keeping or archiving
• MLIS or MAS or other advanced degree in archival science
• Deep familiarity with digital archiving platforms
• Demonstrated leadership experience
• Demonstrated collaboration and communication skills
• Demonstrated knowledge of data governance policies and procedures

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?

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 18.88% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

Contact information:

Questions about this position should be directed to Terri Kanaris Talent Acquisitions Specialist, via email Terri.Kanaris@Maine.gov

Application Instructions:

To apply, click “Apply for this opening” and upload your cover letter, resume, and any relevant transcripts or certifications. Your resume must include month/year for each position and list related duties and responsibilities. Please note if any experience was part-time.

The University of Maine at Fort Kent is looking to hire an Archivist. The primary responsibilities of this position are to manage the processing and procedures of the Acadian Archives/Archives acadiennes collection, and to perform original and copy cataloging of traditional, archival, and electronic materials. This position reports to the Director of the Acadian Archives and works with Blake Library, faculty, other campus departments, the St. John Valley community, the University of Maine System Libraries (UMSL) and Maine InfoNet.

The salary for this position is $46,000 plus a 10% employer contribution to the UMS retirement plan. Additional benefits (UMPSA Single Page Benefits) include medical, dental, vision, and tuition waiver programs for employees and dependents. The UMS is a recipient of the Wellness Councils of America’s Well Workplace Award and offers wellness programs.

Essential Duties/Responsibilities

• To manage accessioning, arrangement, description, and encoding for all archival collections.
• To process collections.
• To create and maintain local accessioning and processing standards in accordance with national archival standards.
• To create and manage finding aid usability and visibility.
• To develop policies and procedures in the area of the collection.
• To perform original and copy cataloging of materials, including traditional and electronic materials, and to process authority control of records in the catalog based on the UMS Cataloging Standards document.
• To assist the Director of the Acadian Archives in analyzing the collections’ strengths and weaknesses and in selecting materials for acquisition in accordance with the mission of the Archives and the needs of the collection.
• To train staff on standards and processing.
• To manage and configure access to Archives collections using appropriate tools such as ArchivesSpace.
• To provide assistance in analyzing needs and making recommendations for purchase of materials and equipment.
• To provide reference services, offer tours, and support Archives activities as needed.
• To perform other duties as assigned.

Knowledge, Skills and Abilities

• Strong analytical and problem-solving skills particularly pertaining to archival methods, cataloging, and authority control.
• Excellent written, oral, and interpersonal skills.
• Ability to formulate and articulate policies, procedures, expectations, and practices.
• Strong time management, supervisory, organizational, and technical skills.

Required Qualifications

• Master’s degree in Library and Information Science (MLIS/MLS/MSIS).
• 1 to 3 years professional archival experience required.
• French language both written and oral strongly preferred.

Budget Responsibilities: Responsible for monitoring and adhering to the Archives acquisitions budget and recommending future expenditures.

Campus/University Service: Serves on a variety of campus and system committees and groups including the UMS Cataloging Standards Committee.

About the University

Located on the northernmost border of Maine, the University of Maine at Fort Kent is a career-focused campus offering relevant, experiential, academic programs and services with personalized attention. UMFK’s diverse student population enjoys the opportunity to live and learn in a beautiful, natural setting and a caring, friendly atmosphere where they thrive as engaged members of the community.

Our vision is that UMFK will transform students into professionals who have the knowledge, skills, and dispositions necessary to meet the evolving demands of a modern workforce.

Taught by full-time faculty, our average class size is 16 students to one faculty member. Our students come to us from throughout the United States as well as approximately 30 countries.

The great outdoor environment of the St. John Valley and forests of New England provide UMFK with abundant resources for learning and research, as well as easy access to the joys of outdoor sports and nature activities. The University and surrounding communities also play important roles in preserving, cultivating, and celebrating the Franco-American/Acadian culture in the St. John Valley and housing one of two Acadian Archives/Archives acadiennes in the nation. UMFK is the only institution in the United States located at the center of the French culture of northern Maine, northwestern New Brunswick, and eastern Quebec, offering opportunities for students to study and live in a bilingual region.

The surrounding town of Fort Kent is a welcoming town of approximately 3,800 people who are active in various festivals, community gatherings, and civic work. UMFK is embedded near the center of town allowing easy access to amenities and the community at large.

UMFK ranks among the top tier of all northern colleges for the tenth consecutive year, according to the U.S. News & World Report 2021 rankings. For the past 15 years, UMFK has been repeatedly selected as one of the outstanding colleges and universities that The Princeton Review recommends to college applicants in its print and online editions.

Appropriate background checks are required.

The University of Maine System is an equal opportunity institution committed to nondiscrimination.

Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish and distribute an Annual Security Report, (ASR) and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University’s crime statistics for the past three calendar years; and disclosures regarding the University’s current campus security policies. You may view the University’s Annual Security Report. If you have any questions, contact Student Affairs at (207) 834-7587.

To apply: https://fa-ewca-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/1653/?utm_medium=jobshare&utm_source=External+Job+Share

Or visit https://www.umfk.edu/jobs/.

We are looking for a passionate and knowledgeable Museum Experience Associate / Space Rocks Gallery Guide to join our team. As a Museum Experience Associate / Space Rocks Gallery Guide, you will be responsible for providing an engaging and educational experience for our visitors. You will lead tours, answer questions, and share fascinating stories about our exhibits and collections. You will need to be well-versed in the museum's content, able to communicate effectively with diverse audiences, and capable of adapting your tours to meet the needs and interests of different visitor groups. In addition to leading tours, you may assist with special events, educational programs, and other museum activities. You will also be responsible for ensuring the safety and security of the exhibits and visitors. If you are passionate about learning and sharing information on new topics and enjoy interacting with people, we encourage you to apply for this rewarding position.

Responsibilities

• Lead guided tours of the Space Rocks Gallery for diverse audiences.
• Provide detailed information about exhibits and collections.
• Answer visitor questions and engage in discussions.
• Adapt tours to meet the needs and interests of different groups.
• Assist with special events and educational programs as needed.
• Ensure the safety and security of exhibits and visitors.
• Maintain up-to-date knowledge of museum content.
• Collaborate with museum staff on various projects.
• Assist in the development of educational materials.
• Handle visitor feedback and concerns professionally.
• Promote museum membership and programs.
• Support marketing and outreach efforts.
• Conduct research to enhance tour content.
• Participate in ongoing training and professional development.

Requirements

• Preferred availability: Two days per week, either Friday/Saturday or Saturday/Sunday, based on candidate availability, with occasional flexibility to work other days as needed.
• Ability to engage and educate diverse audiences.
• Physical ability to stand and walk for extended periods.
• Customer service experience is a plus.
• Strong organizational and time management skills.
• Experience with educational programs and events.
• Ability to work independently and as part of a team.
• Professional and friendly demeanor.
• Curiosity and the ability to learn about new topics is a must.

Job Type: Part-time

Pay: $18.00 per hour

Benefits:

• Employee discount
• Free parking

Work Location: In person