Office Associate II Supv

Department of Marine Resources; Vassalboro (ME); On-site; USD 27,000 - 39,000; Full time

Job summary

Department of Public Safety - Maine Criminal Justice Academy in Vassalboro, ME, seeks an administrative support professional to perform varied clerical duties, manage correspondence, and maintain office processes. The role requires strong knowledge of modern office practices and independent decision-making within established procedures.

The position is classified in the Office & Administrative Support Job Family, offering a $19.57–$28.19 hourly salary with a 2.5% stipend, and runs from October

Responsibilities

• 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.
• Create and use varied correspondence formats and compose standard business correspondence.
• Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form.
• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
• Post to, amend, and/or update web pages using established content and knowledge of modern office software.
• Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized
• Coordinate and present workshops, training, and orientation sessions.
• Write regular and/or periodic reports.
• Administer and/or score applicable examination in accordance with set procedures.
• Track and/or monitor contracts and/or licenses.
• Collect, count, reconcile and/or deposit fees in accordance with set procedures.
• Reconcile funds and perform calculations for reports.
• Receive and greet visitors, and determine customer needs.
• Advise others requesting technical assistance.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Develop standard work procedures within established guidelines.
• May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work.
• May confer with supervisor on performance appraisals of work team members.
• Evaluate employee performance in accordance with State of Maine Performance Management and Appraisal System.
• Coach employees in meeting performance standards.
• Discuss employee complaints/grievances with employee and determine course of action in accordance with applicable policy.
• Initiate, recommend, and/or make hiring, disciplinary, and termination actions.
• Participate in interviewing, selecting, orienting, training, and instructing new employees.
• Plan, assign, instruct, review, and monitor the work of support staff.
• Set and adjust employee work schedule.
• Ensure and monitor employee occupational health and safety.
• Develop and recommend work methods and administrative policies/procedures to improve existing work practices.
• Oversee and monitor effective and efficient core operations of the operational unit(s).
• Establish work objectives and assess progress.
• Adapt processes/procedures to meet new and/or changing work requirements.
• Establish operational priorities, procedures, and quality assurance mechanisms.
• Initiate, coordinate, implement, and evaluate administrative activities.
• Coordinate work with external operational units/programs to enhance efficiency and achievement of operational goals.

Job description

Department of Public Safety - Maine Criminal Justice Academy

Job Class Code: 6543

Grade: 15 (Administrative)

Salary: $19.57 - $28.19/Hour *Salary includes 2.5% stipend

Location: Vassalboro, ME

Opening Date : October 23, 2026

Closing Date : November 6, 2026

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

DESCRIPTION

This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is office and administrative support work performing complex, varied office support tasks often requiring established skill sets which include a solid knowledge of modern office practices and office equipment necessary to perform divergent clerical functions. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. Supervisor positions are those responsible for supervising subordinates and conducting formal performance appraisals of one or more employees.

REPRESENTATIVE TASKS

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. Create and use varied correspondence formats and compose standard business correspondence. Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form. Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps. Post to, amend, and/or update web pages using established content and knowledge of modern office software. Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests. Coordinate and present workshops, training, and orientation sessions. Write regular and/or periodic reports. Administer and/or score applicable examination in accordance with set procedures. Track and/or monitor contracts and/or licenses. Collect, count, reconcile and/or deposit fees in accordance with set procedures. Reconcile funds and perform calculations for reports. Receive and greet visitors, and determine customer needs. Advise others requesting technical assistance. Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements. Develop standard work procedures within established guidelines. May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work. May confer with supervisor on performance appraisals of work team members. Evaluate employee performance in accordance with State of Maine Performance Management and Appraisal System. Coach employees in meeting performance standards. Discuss employee complaints/grievances with employee and determine course of action in accordance with applicable policy. Initiate, recommend, and/or make hiring, disciplinary, and termination actions. Participate in interviewing, selecting, orienting, training, and instructing new employees. Plan, assign, instruct, review, and monitor the work of support staff. Set and adjust employee work schedule. Ensure and monitor employee occupational health and safety. Develop and recommend work methods and administrative policies/procedures to improve existing work practices. Oversee and monitor effective and efficient core operations of the operational unit(s). Establish work objectives and assess progress. Adapt processes/procedures to meet new and/or changing work requirements. Establish operational priorities, procedures, and quality assurance mechanisms. Initiate, coordinate, implement, and evaluate administrative activities. Coordinate work with external operational units/programs to enhance efficiency and achievement of operational goals. Adjust program/work operations and objectives to meet planned and unexpected change. Analyze personnel, operational, and organizational