Records Center Manager

Position: Records Center Manager

Department: Maine State Archives – Records Management Division

Schedule: Monday–Friday 7:30 AM- 4:00 PM

Job Class: 0392- Management Analyst I

Salary: $21.54–$30.14 (Includes a 2.25% Stipend)

Closing Date: June 6, 2025

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 significant 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 seek dedicated, collaborative individuals who thrive in a dynamic, growth-focused environment. If you are passionate about making a difference, driving success, and contributing to a positive team culture, we want you on our team.

About the Position:

Proper record management policies are essential to establish public trust, ensure legal compliance, and preserve historical integrity. The Record Center Manager safeguards vital state records, ensuring they are stored securely, accessible when needed, and responsibly disposed of when appropriate. Your leadership will directly impact the accountability, transparency, and efficiency of government operations across the State.

The Records Center Manager is critical in the Records Management Division of the Maine State Archives, where the state's most historically significant records are preserved, stored, and managed. This position oversees the daily operations of the State Records Center, ensuring the secure and efficient storage, transfer, retrieval, and disposition of records from agencies across the Maine State Government. The role is based in a warehouse environment, and directly supervises two Inventory Property Associates.

This hands-on leadership role balances service delivery, operational oversight, and staff coordination. The position reports directly to the Management Analyst II.

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:

• Oversee daily operations of the State Records Center, including record transfer, retrieval, and destruction.

• Supervise and assign work to Records Center staff, ensuring efficiency and service excellence.

• Develop and deliver training to agency partners on records storage protocols and best practices.

• Consult with agencies regarding storage, transfer, and retention of records.

• Draft and update standards, procedures, and operational documentation.

• Coordinate general facility maintenance and ensure compliance with storage guidelines.

• Generate reports, communications, and data summaries to support management decisions.

Preferences will be given to candidates who have:

Experience in records management, warehousing, or archival practices, with a working knowledge of public records retention, storage, and disposition systems.

Proven supervisory or team leadership in high-performing, service-driven environments, someone who can motivate others while driving results.

Skill in developing and delivering training, ensuring internal staff and external agency partners understand best practices and expectations.

Familiarity with compliance standards at the state or federal level, especially those related to records management and government transparency.

A collaborative spirit and commitment to team culture, contributing to a workplace where partnership, communication, and mutual support are the standard, not the exception.

Minimum Qualifications:

Six (6) years of education, training, and/or experience analyzing, evaluating, and/or developing improvements to organizational and/or managerial systems, programs, and practices.

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 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

Contact information:

Questions about this position should be directed to Matthew Dudley at

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 . 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 04330 or faxed to . 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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