Processing Archivist I (Part Time) / Maine State Archives

Secretary of State • Augusta, ME

13d • Onsite

About The Position

The Maine State Archives, a branch of the Department of the Secretary of State, is seeking candidates for the part-time position of Processing Archivist I 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 I 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 I also evaluates and improves the storage of archival materials to ensure proper preservation. Work is carried out with limited supervision. The work schedule is 15 hours per week between Monday and 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.

Requirements

• 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.
• 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.

Nice To Haves

• 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.

Responsibilities

• Accessioning and processing both paper and digital archival collections
• Creating finding aids and catalog entries
• Scanning archival documents in accordance with industry standards
• Working with older archival collections that have not been processed, as well as with modern collections newly transferred to the State Archives
• Posting historical materials online for public access
• Maintaining ArchivesSpace catalogue entries according to descriptive standards
• Evaluating and improving the storage of archival materials to ensure proper preservation
• Arranging, processing, and preserving archival collections following professional standards to ensure intellectual control of and public access to state records
• Utilizing ArchivesSpace and related databases, ensuring metadata consistency, discoverability, and staff training on best practices
• Creating and uploading records and metadata using controlled vocabularies and performing reparative description of legacy material
• Collaborating with Archives and Records Management teams on retention schedules and archival acquisitions
• Applying subject expertise for reference services for the public and state agencies
• Assisting in design and delivery of outreach initiatives to prioritize user experience, including research guides, presentations, and workshops
• Evaluating records for accession, deaccession, and conservation needs, applying appropriate preservation methods
• Assessing confidentiality requirements in compliance with laws and regulations
• Participating in professional development to stay current with emerging archival practices and tools
• Performing special projects to support agency goals, document complex project management plans and workflow
• Contributing effectively as a team member

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage (State of Maine pays 85%-95% of employee-only premiums)
• Dental Insurance (State of Maine pays 100% of employee-only dental premiums)
• Retirement Plan (State contributes the equivalent of 14.11% of the employee's pay towards the Maine Public Employees)

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed