Office Specialist I

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

Benefits offered by this job

Health Insurance Coverage

Retirement Plan

Parental leave and paid holidays

Job summary

The State of Maine, Department of Education, Office of Teaching and Learning, seeks an Office Specialist I in Augusta to provide essential financial and administrative support for statewide initiatives.

The role coordinates contracts, payments, travel and procurement, maintains budgets and tracking systems, and ensures compliance with state and federal requirements while delivering accurate, timely support to program staff and partners.

Qualifications

• 1+ years in administrative support or similar role.
• Experience handling financial transactions and reconciliations.
• Familiarity with state procurement, travel, and fiscal procedures.
• Ability to work independently with minimal supervision.

Responsibilities

• Process and reconcile financial transactions.
• Manage contracts, invoices, travel, and purchasing documentation.
• Maintain tracking systems and budgets.
• Ensure compliance with state and federal requirements.
• Review financial documentation for completeness and accuracy.
• Coordinate travel requests and reimbursements.

Skills

Organizational skills

Detail orientation

Communication skills

Procurement knowledge

Tools

Advantage

ARTEMIS

MainePays

DocuSign

P-card management

Job description

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. The Department of Education Office of Teaching and Learning opens on September 16, 2026 and closes on September 30, 2026. Grade: 16 / Administrative Job Class Code: 6546. Salary: $18.76 - $27.03 / Hourly. Position Number: 014001123. Position Type: Full-Time. Location: Augusta. Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Purpose

This position provides essential operational, financial, and administrative support to the Office of Teaching and Learning within the Maine Department of Education. The Office Specialist I plays a critical role in ensuring the successful implementation of statewide initiatives by maintaining accurate financial records, processing contracts and payments, and supporting compliance with State procurement, travel, and fiscal procedures. This position serves as a central coordination point between program staff, finance, procurement, vendors, and external partners. The work directly supports the timely execution of professional learning initiatives, grants, contracts, and educator support programs across the state. The ideal candidate is highly organized, detail-oriented, and able to independently manage multiple concurrent workflows in a fast-paced environment. Success in this role requires strong follow-through, accuracy, proactive communication, and the ability to monitor work through completion with minimal supervision.

Responsibilities

• Process and reconcile financial transactions
• Manage contract, invoice, travel, and purchasing documentation
• Maintain tracking systems and budgets
• Ensure compliance with State and federal requirements

Representative Tasks

• Process contracts, invoices, purchase orders, and payment documentation using State systems (e.g., Advantage, ARTEMIS, MainePays, DocuSign)
• Reconcile and maintain purchasing card (P-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, documentation needs, and procedural requirements
• Research and resolve discrepancies related to contracts, invoices, coding, or payments
• Maintain organized electronic filing systems to ensure documentation transparency and audit readiness
• Provide procedural guidance to staff regarding procurement, travel, and financial processes
• Identify opportunities to improve office systems, workflows, and tracking processes to increase efficiency and accuracy
• Respond to high volumes of email and internal requests while prioritizing time-sensitive financial and operational tasks

Knowledge, Skills, and Abilities

• Strong organizational and workflow management skills with the ability to track multiple projects simultaneously through completion
• Demonstrated attention to detail and accuracy in financial or compliance-related work
• Ability to interpret and follow established procedures, policies, and regulatory requirements
• Ability to work independently, prioritize competing deadlines, and manage time effectively
• Strong written and verbal communication skills, including proactive status reporting and issue escalation
• Ability to identify problems, troubleshoot discrepancies, and implement solutions
• Proficiency with spreadsheets, electronic document management systems, and database tracking tools
• Ability to maintain confidentiality and exercise sound professional judgment
• Commitment to continuous learning and process improvement
• Excellent customer service and collaborative teamwork skills

Minimum Qualifications

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

• 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.

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.

We are actively accepting qualified submissions and would be pleased to consider applications from all backgrounds and abilities. 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.

For more information or questions specific to the position, please contact [e-mail]. The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.

Join Maine State Government and Make a Difference in Your Community. If you're looking for a fulfilling career that allows you to serve the public and make a difference, consider working with Maine State Government! Our departments boast an array of professions, including attorneys, biologists, correctional officers, equipment operators, engineers, human resources professionals, information technology experts, law enforcement officers, nurses, park rangers, social workers, and transportation workers. With more than 100 agencies, boards, and offices, Maine State Government is the perfect place to explore various industries and interests. Whether you're interested in finance or forestry, there's an opportunity for you to help make Maine an even better place to live.