Office Specialist II

　　Augusta , Maine , United States | Administrative & Office Support | Full-time

　　Apply by: Feb. 2, 2024

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　　Job Class Code: 6592

　　Grade:20

　　Salary: $21.97 - $30.38

　　Opening: January 19, 2024

　　Closing: February 2, 2024

　　Would you like to be part of a dynamic team that supports a critical state department? Are you an effective communicator with an attention to detail? Do you excel at maintaining and organizing records and documentation to support organizational needs? If this describes you, we want you on our TEAM!

　　The Department of the Secretary of State, Office of Information Services is seeking a highly talented individual for an Office Specialist II position located in Augusta, Maine. This position will assist with the smooth functioning and administrative organization of Information Services documents and agreements, including organizing and managing renewals for software licenses, maintenance and support agreements. This position will organize the set of Information Services policies and assist with updates as needed as well as periodically preparing and circulating required polices to employees as needed. This position will also assist with scheduling technical trainings and maintain records of completed trainings.

　　A typical day involves:

　　Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.

　　Independently compose, review, edit, and/or approve correspondence.

　　Develop budgets, work programs, and cost analyses.

　　Coordinate accounting and general operating activities; and assemble financial statements, evaluate work operations, and procure supplies.

　　Coordinate with vendors and staff on obtaining and recording required quotes.

　　Review, evaluate, and provide recommendations on program policies, procedures, rules, regulations, and legislative documents.

　　Research federal grant programs, prepare applications, interpret and administer program requirements, and prepare the financial statements and expenditure reports.

　　Recommend capital expenditures and disbursements for grant funds.

　　Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.

　　Liaise between supervisor and internal and external sources on key matters.

　　Interpret and implement the policies and decisions of superiors.

　　Attend board/committee meetings to provide secretarial services.

　　KNOWLEDGE, SKILLS AND ABILITIES:

　　Knowledge of the principles of office management.

　　Knowledge of the principles of organization.

　　Ability to compose, review, and edit complex and/or technical business correspondence.

　　Ability to use discretion and judgment in dispensing information.

　　Ability to initiate, coordinate, implement, and evaluate administrative activities.

　　Ability to analyze solutions, reach logical conclusions, and make sound recommendations.

　　Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.

　　Ability to understand and promote management goals as they affect day-to-day and long term operations.

　　Ability to effectively plan and adjust work operations to meet planned and unexpected change.

　　Ability to effectively represent the organization at internal and external meetings.

　　MINIMUM QUALIFICATIONS:

　　Training, education, or experience in administrative support work that demonstrates:

　　Competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and

　　Ability to use independent judgment, initiative, and decision making on complex administrative matters and preserving confidentiality appropriately. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, Office Associate I, Office Associate II and Office Specialist I.

　　For more information or questions, please contact: [email protected] ([email protected]) or call (207) 624-9012.

　　BENEFITS:

　　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 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%-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 18.2% 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 six weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act (https://www.maine.gov/bhr/state-employees/rules-policies/policy-practices-manual/Employee-Rights-and-Responsibilities-Federal) .

　　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 (https://www.maine.gov/bhr/oeh/) .

　　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 differing 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 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 for 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.