Secretary Dunlap opens search for State Archivist

AUGUSTA – Secretary of State Matthew Dunlap is now accepting resumes for the position of State Archivist. This position is responsible for management of the Maine State Archives, including proper scheduling of government records retention as well as advocacy, grant writing and educational outreach.

Desired qualifications for the position include a master’s degree in history, political science, archival studies, public administration or a related field; experience with archival or records management work, and excellent oral and written communication skills.

The deadline to send resumes to Sec. Dunlap is 5 p.m. on Thursday, Aug. 15, 2019. Send materials to: Attn: Secretary of State Matthew Dunlap, 148 State House Station, Augusta, ME 04333-0148 or email sos.office@maine.gov .

Secretary Dunlap will review the applications and consult with his administrative team to choose his nominee, who will then be presented to the Maine Legislature for confirmation.

The Maine Constitution charges the Secretary of State with oversight of the State’s records and grants him the authority to appoint deputies to carry out the associated tasks. The Maine State Archives was created in 1965 and is located in the Cultural Building, across from the Statehouse in Augusta. Only three people have served in the role of State Archivist in that time: Samuel Silsby, James Henderson and David Cheever.


Maine State Archivist Job Description (Printable PDF)

DESCRIPTION: This is professional and administrative position involving management of the Maine State Archives, advocacy for budget and facility priorities, advocacy for archival and records management practices throughout State government, maintaining knowledge of professional standards through contact with colleagues within Maine and nationally, maintaining application of professional standards through communication with staff, advocacy for historical records preservation and access through the Maine Historical Records Advisory Board.

Generally, the position provides leadership for the Archives’ staff, promoting and guiding overall policy, and demonstrating new approaches to records management and archival practices.
Responsibilities include developing plans and specific projects for the Archives, supervision of staff through division directors, preparation of budgets and work plans in cooperation with division directors and the business manager.

REPRESENTATIVE TASKS:

  • Serves on inter-agency task forces and committees relating to digital records management and archives
  • Researches and develops grant proposals, primarily from the National Historical Publications and Records Commission, to support projects of the Archives and of the Maine Historical Records Advisory Board.
  • Insures the proper scheduling of government records through the Archives Advisory Board and division directors
  • Makes presentations to groups within State government, State, regional and national-level conferences.
  • Attends legislative committee meeting and hearings to explain and advocate for Archives programs.
  • Cooperates with colleagues through the Cultural Affairs Council, and with the directors of the Maine State Library and Maine State Museum on issues related to the Cultural Building and other projects of mutual interest.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

  • Excellent oral and written communication skills
  • Knowledge of Maine State government organization
  • Ability to think creatively about issues facing the Archives and historical records in Maine
  • Ability to advocate effectively for programs and policies through the budget and legislative processes
  • Knowledge of the basic issues facing archives, regarding digital records

DESIRED KNOWLEDGE, SKILLS AND ABILITIES:

  • Knowledge of laws and regulations pertaining to government records
  • Knowledge of sources, methods and techniques used in scholarly research
  • Knowledge of Maine and American history.
  • Knowledge of supervisory principals, practices and techniques.
  • Experience in digital records management projects
  • Experience in writing successful grant proposals
  • Experience in administration of programs involving grants to others
  • Knowledge of replevin issues facing government records

MINIMUM QUALIFICATIONS:

  • Experience in State government administration or in an organization involving the preservation of or access to historical records.
  • Bachelor’s degree in history, political science, public administration or a related field. Directly related experience may be substituted for education on a year-for-year basis.
  • Familiarity with office computer applications (word processing, spreadsheets, basic database, e-mail).

DESIRED QUALIFICATIONS:

  • Master’s degree in history, political science, public administration or a related field.
  • Experience in government archival or records management work, including supervisory experience.
  • And advanced degree in archival studies, library science (with an archival component) or American history. Directly related experience may be substituted for education on a year-for-year basis.