Office Specialist I

maine; Augusta (ME); On-site; USD 27,000 - 39,000; Full time

Job summary

Maine in Augusta is seeking an administrative support role focusing on payroll, tax procedures, and high-accuracy data processing. The position requires interpreting tax laws, state regulations, and internal procedures, with strong customer service and cross-functional adaptability.

Responsibilities include data entry for tax returns, handling taxpayer inquiries, and processing related documents while maintaining meticulous records and adherence to policy standards.

Qualifications

• Knowledge of payroll principles, procedures, and techniques.
• Automated payroll systems and procedures.
• Knowledge of human resources practices and employee benefits.
• Knowledge of the principles, practices, and equipment related to quality control of data input and output.
• Knowledge of the laws and practices related to the title and ownership of motor vehicle titles.
• Ability to develop and change web pages using established content.
• Ability to verify, code, compute, and/or reconcile data on standard documents.
• Ability to conduct research, gather information, and analyze results to reach a conclusion
• Ability to oversee and maintain inventory/supplies.
• Ability to review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
• Ability to examine motor vehicle title applications and associated documents.

Responsibilities

• The day is service-driven and adaptive, balancing structured queue work with real-time taxpayer interaction and frequent shifts in priority.
• Focused data entry for tax returns, payments and related documents with attention to accuracy.
• Handle incoming taxpayer calls, providing guidance while interpreting tax laws and procedures.
• Keying data for tax returns and related documents; processing payments and returns.
• Answering questions and assisting other units as needs shift; prioritizing based on call volume.
• Close items with complete documentation; ensure accuracy and continuity for next day.

Skills

Payroll principles

Payroll systems

HR practices

Data quality control

Motor vehicle title laws

Web content updates

Data verification

Research & analysis

Inventory management

Quality control standards

Motor vehicle titles review

Job description

Opening Date: October 20, 2026

Closing Date: November 3, 2026

Grade/ Admin Unit :16 / Administrative Services

Job Class Code: 6546

Salary: $19.60 - $28.25 / Hourly

Position Number: 016303899

Location: Augusta

DESCRIPTION

This position provides administrative support performing complex, varied office tasks requiring the operation of technical office equipment. Responsibilities require using independent judgment, initiative, and discretion to make decisions on various matters, including the interpretation of tax laws, MRS rules and regulations, and departmental policies and procedures. Required abilities include maintaining knowledge of tax procedures and tax forms, as well as ensuring appropriate processes are followed. Necessary skills consist of effective communication, exceptional customer service, attention to detail, and accuracy. This position requires adaptability due to the cross-functional aspects of the job.

REPRESENTATIVE TASKS

An Overall View The day is service-driven and adaptive, balancing structured queue work with real-time taxpayer interaction and frequent shifts in priority.

Preparation & Readiness Focused data entry for tax returns, payments and related documents. Work is an individual but as part of a larger team; detail-heavy; accuracy-driven. Settling into rhythm-speed matters, but zero errors matter more. This block sets momentum for the day and requires sustained concentration with minimal interruption.

Early Demand As phone lines open, you begin answering incoming taxpayer calls, providing clear guidance while interpreting tax laws, MRS rules, and TCC procedures. Early calls often set the tone-taxpayers needing direction, reassurance, or clarification-so the morning requires calm communication and strong customer-service skills. This period blends structured work with live interaction, and priorities can shift quickly based on call volume.

Processing & Resolution As call flow stabilizes, more time is spent in assigned processing queues. Keying data for tax returns and related documents. Processing suspended payments and suspended returns. Working through taxpayer emails. This is a detail-heavy stretch that requires sustained focus and precision, with frequent reference to tax forms, procedures, and internal guidance. Calls still come in, so the workday alternates between deep concentration and immediate response, often multiple times an hour.

Cross-Functional Support & Complex Cases Work can often become more varied and judgment based. You may be assigned more complex items, help resolve unusual taxpayer situations, or assist other OPC units as needs shift. This is also when cross-training support happens-answering questions, demonstrating procedures, or helping newer staff navigate systems and workflows. Adaptability is key here: priorities may change quickly depending on call volume, backlog levels, or operational needs identified by management.

Completion & Continuity The final part of the day focuses on closing loops-finishing assigned work items, ensuring documentation is complete, and confirming that processed items meet accuracy and policy standards. Any updates needed for tracking or statistics are completed so the next day starts with reliable information.

In Summary Prepare, update data, and handle early taxpayer demand. Balance calls with focused queue processing. Support complex work and cross-functional needs. Finish items and ensure accuracy and continuity. In short, the workday requires constant context switching, steady judgment, and a customer-first mindset-moving smoothly between live taxpayer support and behind-the-scenes processing.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED

• Knowledge of payroll principles, procedures, and techniques;
• automated payroll systems and procedures.
• Knowledge of human resources practices and employee benefits.
• Knowledge of the principles, practices, and equipment related to quality control of data input and output.
• Knowledge of the laws and practices related to the title and ownership of motor vehicle titles.
• Ability to develop and change web pages using established content.
• Ability to verify, code, compute, and/or reconcile data on standard documents.
• Ability to conduct research, gather information, and analyze results to reach a conclusion
• Ability to oversee and maintain inventory/supplies.
• Ability to review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
• Ability to examine motor vehicle title applications and associated d