Office Specialist I

State of Maine; United States; On-site; USD 25,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Parental leave

Paid holidays and vacation

Job summary

State of Maine, Department of Education, Office of Teaching and Learning is seeking an Office Specialist I to provide essential financial, administrative, and operational support across statewide initiatives. The role emphasizes accurate record-keeping, contract processing, and compliance with state procurement and travel policies.

The successful candidate will manage multiple workflows in a deadline-driven environment, maintain organized filing and tracking systems, and collaborate with program

Qualifications

• Strong organizational and workflow management skills with the ability to track multiple projects.
• Demonstrated attention to detail and accuracy in financial or compliance work.
• Ability to interpret and follow established procedures, policies, and regulatory requirements.
• Excellent written and verbal communication, with proactive status reporting.
• Proficiency with spreadsheets, electronic document management systems, and database tracking tools.

Responsibilities

• Process contracts, invoices, purchase orders, and payment documentation using State systems (e.g., Advantage, ARTEMIS, MainePays, DocuSign).
• Reconcile and maintain purchasing 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 and documentation needs.

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 Education

Office of Teaching and Learning

Opening Date: September 16, 2026

Closing Date: 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 include processing and reconciling financial transactions; managing contract, invoice, travel, and purchasing documentation; maintaining tracking systems and budgets; and ensuring compliance with State and federal requirements. The position also provides routine procedural guidance to Department staff and external partners regarding required documentation and processes. This position operates in an environment that is deadline-driven and continuously evolving. Adaptability, accountability, systems thinking, and a commitment to continuous improvement are essential for success. This position requires consistent accuracy, timeliness, and independent follow-through, as delays or errors may impact payments, contracts, compliance obligations, and the implementation of Department initiatives.

REPRESENTITAVE 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.

The selected candidate will be required to pass the required background checks (fingerprinting may be required ) as a condition of employment .

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.