Education Programs Operations Specialist

State of Maine; United States; On-site; USD 25,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Parental leave

Paid holidays and vacation

Job summary

State of Maine, Department of Education, Office of Teaching and Learning is seeking an Office Specialist I to provide essential financial, administrative, and operational support across statewide initiatives. The role emphasizes accurate record-keeping, contract processing, and compliance with state procurement and travel policies.

The successful candidate will manage multiple workflows in a deadline-driven environment, maintain organized filing and tracking systems, and collaborate with program

Qualifications

• Strong organizational and workflow management skills with the ability to track multiple projects.
• Demonstrated attention to detail and accuracy in financial or compliance work.
• Ability to interpret and follow established procedures, policies, and regulatory requirements.
• Excellent written and verbal communication, with proactive status reporting.
• Proficiency with spreadsheets, electronic document management systems, and database tracking tools.

Responsibilities

• Process contracts, invoices, purchase orders, and payment documentation using State systems (e.g., Advantage, ARTEMIS, MainePays, DocuSign).
• Reconcile and maintain purchasing card documentation to ensure compliance with state fiscal requirements and audit standards.
• Maintain accurate financial tracking systems, including budget spreadsheets, invoice trackers, travel reimbursement records, and contract monitoring tools.
• Review financial and administrative documentation for completeness, accuracy, and compliance prior to submission.
• Monitor workflow status across multiple initiatives and proactively follow up to ensure timely completion of tasks.
• Coordinate travel requests and reimbursements in accordance with State policies and timelines.
• Communicate with vendors, educators, and Department staff regarding payment status and documentation needs.

Job description

State of Maine, Department of Education, Office of Teaching and Learning is seeking an Office Specialist I to provide essential financial, administrative, and operational support across statewide initiatives. The role emphasizes accurate record-keeping, contract processing, and compliance with state procurement and travel policies.

The successful candidate will manage multiple workflows in a deadline-driven environment, maintain organized filing and tracking systems, and collaborate with program