Office Specialist I

MaineGuide; Augusta, Northern (ME, KY); Hybrid; USD 26,000 - 37,000; Full time

Benefits offered by this job

Paid holidays

Sick leave

Vacation days

Health insurance

Dental coverage

Retirement plan

Gym reimbursement

Flexible spending

Job summary

The Maine Bureau of Veterans’ Services is seeking an Office Specialist I for its Central Office in Augusta. You will conduct initial interviews, schedule appointments, determine eligibility for state programs, and support front desk operations at Camp Keyes. Occasional travel and outreach events are expected.

The role requires handling client interactions, maintaining records in the management system, and producing clear reports while following department policy and procedures.

Qualifications

• Experience performing advanced administrative tasks with independent judgment.
• Ability to determine eligibility for state programs per policy.
• Proficient in handling inquiries, referrals, and outreach events.

Responsibilities

• Conduct initial interviews to determine benefits sought by veteran or family.
• Schedule appointments for senior staff and veterans services officers.
• Determine eligibility for state programs and issue certificates or licenses as applicable.
• Manage Central Office schedules and front desk duties.
• Document interactions in the client management system; draft and proof correspondence.

Skills

Interviewing

Scheduling

Eligibility determinations

Outreach

Phone support

Data entry

Office software

Education

Office/Administrative experience

Tools

Client management software

Job description

Department of Defense, Veterans' and Emergency Management

Job Class Code:6546
Grade: 16 (Administrative Services)
Salary: $18.76 - $27.03/Hour
Location: Augusta, ME

Opening Date: September 15, 2026

Closing Date: September 29, 2026

Currently, 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 eligible
• Primary for Central Office front desk, including greeting the public, answering phones, interacting with other agencies within Camp Keyes, and processing mail
• Determine 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 program
• Manage schedules for the Central Office, such as the Central Office Conference Room, the Bureau Director, or other Senior Staff as needed
• Document all customer interactions with the Bureau’s client management software.
• Draft and proof business correspondence
• Maintains and orders quarterly office supplies
• Knowledge of human resources practices and employee benefits.
• Knowledge of the principles, practices, and equipment related to data input and output quality control
• 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 write clear and comprehensive reports.
• Ability to develop and recommend new work methods and administrative policies/procedures
• Ability to understand and promote management goals as they affect day-to-day operations

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

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.

Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.