Office Specialist I

State-of-Maine; Augusta (ME); On-site; USD 26,000 - 37,000; Full time

Job summary

The State of Maine, Bureau of Veterans’ Services in Augusta, seeks an Office Specialist I to support veteran services from the Central Office. You will conduct initial interviews, manage front-desk duties, and coordinate appointments for senior staff and veterans officers.

You will determine eligibility for multiple programs, draft correspondence, and maintain office operations. Travel to outreach events may be required.

Qualifications

• Office and administrative support experience demonstrates proficiency in modern office practices.
• Ability to use independent judgment and discretion to make determinations on varied matters.
• Familiarity with client management software.
• Experience with Veterans programs or related services is a plus.

Responsibilities

• Conduct initial interviews to determine the nature of benefits sought by the veteran and/or family member.
• Provide scheduling appointments for senior staff and veterans services officers.
• Determine eligibility for state programs such as Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License program.
• Establish eligibility for Veterans Dependent Education Benefits (VDEB) program.
• Represent MBVS at outreach events; occasional travel.
• Provide phone coverage to various field and cemetery offices.
• Draft and proof business correspondence.
• Maintain quarterly office supplies and inventory.

Skills

Independent judgment

Administrative tasks

Scheduling

Data entry

Education

High school diploma or equivalent

Tools

Client management software

Job description

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State..Department of Defense, Veterans' and Emergency ManagementJob Class Code: 6546Grade: 16 (Administrative Services)Salary: $18.76 - $27.03/HourLocation: Augusta, MEOpening Date: September 15, 2026Closing Date: September 29, 2026Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.The Maine Bureau of Veterans’ Services is excited to hire an Office Specialist I with our Central Office in Augusta at Camp Keyes. This position is located at our Central Office with the following duties: Responsibilities include conducting initial interviews to determine the nature of benefits sought by the veteran and/or family member, providing scheduling appointments for senior staff and veterans services officers, making determinations on eligibility for state programs such as Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License program, and establish eligibility for Veterans Dependent Education Benefits (VDEB) program among other services. This position represents MBVS at outreach events and will require occasional travel. Additionally, this position provides phone coverage to various field and cemetery offices as needed. This position is responsible for performing a variety of complex modern office tasks, as well as the use of client management software that requires independent judgment and action, including making frequent decisions following department policy and procedures.Employees of this class are expected to carry out assignments with minimal supervisory assistance:Primary for the Veterans Dependent Education Benefit for program management, liaison between the Bureau and the Maine College System, and determine dependent eligiblePrimary for Central Office front desk, including greeting the public, answering phones, interacting with other agencies within Camp Keyes, and processing mailDetermine eligible and issue certificates or licenses for Bureau programs such as Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License programManage schedules for the Central Office, such as the Central Office Conference Room, the Bureau Director, or other Senior Staff as neededDocument all customer interactions with the Bureau’s client management software.Draft and proof business correspondenceMaintains and orders quarterly office suppliesKnowledge of human resources practices and employee benefits.Knowledge of the principles, practices, and equipment related to data input and output quality controlAbility to conduct research, gather information, and analyze results to reach a conclusionAbility to oversee and maintain inventory/suppliesAbility to review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assuranceAbility to write clear and comprehensive reports.Ability to develop and recommend new work methods and administrative policies/proceduresAbility to understand and promote management goals as they affect day-to-day operationsMINIMUM QUALIFICATIONS : (Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience.)Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, and 2) the ability to use independent judgment, initiative, and discretion to make determinations on varied matters. All positions in this classification assume the qualifications of: Office Assistant I , Office Assistant II , Office Associate I and Office Associate II.Benefits of working for the State of Maine: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 ($11,857.68-$13,950.24 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 ($365.28 annual value).Retirement Plan – The State of Maine contributes 14.06% 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 forty-two (42) consecutive calendar days of fully paid parental leave . Additional, unpaid leave may also be available, under the Family and Medical Leave Act .Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.State employees are eligible for an extensive and highly competitive benefits package , covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness .Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.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 to 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 experience and passion set you apart..If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.