Office Specialist I

State of Maine; United States; On-site; USD 27,000 - 39,000; Full time

Benefits offered by this job

Health Insurance Coverage

Retirement Plan

Paid Holidays

Vacation Leave

Job summary

The State of Maine seeks an experienced Administrative Support professional to provide advanced clerical assistance across agency operations in Augusta. You will handle payroll and HR processes, ensure data accuracy, and support motor vehicle title duties while coordinating with IT and Operations to resolve issues.

The role requires rigorous attention to data, ability to train staff, and capacity to manage multiple processes with independence and discretion.

Qualifications

• Knowledge of payroll principles, procedures, and automated payroll systems.
• Knowledge of human resources practices and employee benefits.
• Knowledge of data quality control of input/output.
• Knowledge of motor vehicle title laws and ownership.
• Ability to develop and modify web pages using established content.
• Ability to verify, code, compute, and reconcile data on standard documents.
• Ability to research, gather information, and analyze results.
• Ability to oversee inventory and supplies.
• Ability to review input/output of information from systems for quality control.
• Ability to examine motor vehicle title docs for ownership details.
• Ability to write clear reports.
• Ability to develop new work methods and procedures.
• Ability to align work with management goals.

Responsibilities

• Provide advanced administrative support to an agency, using independent judgment.
• Monitor, prioritize, and coordinate daily workflows and data entry.
• Coordinate with IT and Operations on processing and system issues.
• Train staff on procedures and documentation standards.

Skills

Payroll principles

HR practices

Data quality control

Motor vehicle titles

Web content development

Data verification

Research and analysis

Inventory management

Report writing

Process improvement

Policy understanding

Tools

Office equipment

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 Administrative Services

Maine Revenue Services

-Anticipated Vacancy-

Opening Date: October 26, 2026

Closing Date: November 09, 2026

Grade/ Admin Unit : 16 / Administrative Services

Job Class Code: 6546

Salary: $19.60 - $28.25 / Hourly

Position Number: 016303905

Location: Augusta

DESCRIPTION:
This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is advanced office and administrative support work providing assistance to an agency and/or the public requiring advanced office and administrative support services requiring a proficient knowledge of modern office practices and office equipment necessary to perform diverse administrative functions. Responsibilities require using independent judgment, initiative, and discretion to make determinations on varied matters.

Here’s the shape of a typical workday for this role. The rhythm is operationally anchored and highly adaptive, combining real-time monitoring, problem resolution, and continuous improvement work. The day tends to flow in cycles rather than fixed blocks, with frequent recalibration as conditions change.

Morning: Monitoring, Metrics & Priority Setting (Start of day – late morning)

- The day usually begins with a systems and workflow check . You review multiple workflow monitoring tools to see how Mail Processing and Research Unit work is moving and whether service level metrics are at risk. You compile and report prior-day output, current-day input, and any anomalies , providing the Business Manager with a clear operational snapshot. Based on what the data shows, you reset priorities as needed —redirecting attention, flagging risks, or shifting focus to bottlenecks so the unit stays aligned with overall service goals. This phase is analytical and fast-moving, with a strong emphasis on judgment and situational awareness.

Midday: Research, Resolution & Technical Coordination (Late morning – early afternoon)

- As the day unfolds, attention turns to exceptions and failures . You research system problem batches that didn’t process automatically, tracing issues across TRIPS and other MRS systems. This can involve moving scanning cages, reviewing images, and conducting manual searches through scanned paper files to locate original tax documents for reprocessing. You coordinate closely with Operations Processing staff and MaineIT technical teams, following escalation procedures and testing solutions until resolution is confirmed. This part of the day is investigative and hands-on , requiring persistence, technical fluency, and a strong understanding of tax rules and processing workflows.

Afternoon: Training, Support & Process Improvement (Early – mid afternoon)

- Later in the day, the work often shifts toward capacity building and improvement . You train state and contract staff on TRIPS keying modules, mail handling, and imaging procedures, providing real-time feedback to both staff and supervisors. These interactions help prevent future errors and improve overall data accuracy. You also assess unit needs more broadly—identifying gaps, recommending improvements, and drafting or updating unit manuals and procedures to better support work goals. This is where operational insight turns into documented guidance.

Late Afternoon: Inventory, Follow-Up & Continuity (End of day)

- The final stretch focuses on sustainability and readiness . You review inventory levels—both electronic and physical—across multiple Operations Processing units to ensure supplies, forms, and equipment won’t disrupt processing. Outstanding issues from earlier in the day are followed up on, and metrics are updated so leadership has an accurate end-of-day picture.

Overall Rhythm

• Morning: Monitor workflows, report metrics, reset priorities
• Midday: Investigate failures and coordinate technical resolutions
• Afternoon: Train staff and implement process improvements
• End of day: Manage inventory and ensure operational continuity

The day requires constant situational judgment , frequent switching between analysis and action, and a steady focus on keeping mail processing accurate, compliant, and on pace with MRS service level expectations.

KNOWLEDGES,SKILLS,ANDABILITIESREQUIRED:

• Knowledge of payroll principles, procedures, and techniques; and 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 maintaininventory/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 such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership.
• 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.
• Ability to repair, service, clean and/or maintain issued materials.

MINIMUMQUALIFICATIONS:

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.

LICENSING/REGISTRATION/CERTIFICATIONREQUIREMENTS:

Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

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-$13,950.24annual value), depending on salary. Use this chart to find thepremium costs (https://www.maine.gov/bhr/oeh/benefits/som-health-plan/premium-rates)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 aboutprogram requirements (https://www.maine.gov/bhr/oeh/benefits/health-premium-credit).
• 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 theFederal Student Aid office (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service).
• 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 theFamily and Medical Leave Act (https://www.maine.gov/bhr/state-employees/rules-policies/policy-practices-manual/Employee-Rights-and-Responsibilities-Federal).
• 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.