Administrative Support & Records Specialist

MaineGuide; Augusta, Northern (ME, KY); Hybrid; USD 37,000 - 53,000; Full time

Benefits offered by this job

Paid holidays

Sick leave

Vacation leave

Health Insurance

Job summary

The Office of the State Auditor in Augusta, ME seeks an Office Associate II to provide comprehensive administrative support to the Office and to the Fiscal Administrator of the Unorganized Territory. The role involves clerical tasks, records management, and effective handling of confidential materials.

The successful candidate will demonstrate strong organizational skills, attention to detail, and the ability to manage multiple priorities with professional communication and reliable teamwork in

Qualifications

• Minimum Qualifications: Training, education, or experience in office and administrative support work that demonstrates competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

Responsibilities

• Providing administrative support, including scheduling meetings, coordinating calendars, arranging travel and lodging, and responding to requests for information.
• Preparing, formatting, and assisting with the transmission and distribution of professional business correspondence, reports, and official documentation using a variety of communication formats. This includes transmission and distribution of confidential, sensitive information related to audit findings and reports to the Legislature and State Agency Officials.
• Answering telephone calls, greeting visitors, and providing courteous, professional customer service to staff, partners, and the public.
• Preparing and assisting with maintenance of electronic forms, spreadsheets, databases, and other digital resources to support program operations and improve workflow efficiency.
• Assisting with maintenance of electronic and paper filing systems, including archiving, scanning, digitizing, and disposing of records in accordance with records retention requirements.
• Reviewing documents and records to verify accuracy, identify discrepancies, resolve errors, and ensure compliance with established policies and procedures.
• Assisting with the transmission and distribution of professional business correspondence, reports, and official documentation using a variety of communication formats
• Assisting with the coordination and delivery of internal workshops, training sessions, and employee orientation programs.
• Providing technical assistance and guidance to staff and customers regarding office procedures, software applications, and programming processes.
• Printing, assembling, and binding audit-related and Unorganized Territory reports and informational materials.
• Creating graphics, charts, and maps to effectively communicate information to internal and external stakeholders.

Job description

The Office of the State Auditor in Augusta, ME seeks an Office Associate II to provide comprehensive administrative support to the Office and to the Fiscal Administrator of the Unorganized Territory. The role involves clerical tasks, records management, and effective handling of confidential materials.

The successful candidate will demonstrate strong organizational skills, attention to detail, and the ability to manage multiple priorities with professional communication and reliable teamwork in