Office Specialist I - 2475 - Augusta

MaineGuide; Augusta (ME); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

13 paid holidays

12 days of sick leave

3+ weeks of vacation leave annually

Health Insurance Coverage

Dental Insurance

Retirement Plan MainePERS

Gym Membership Reimbursement

Flexible Spending Accounts

Parental leave

Job summary

The Department of Marine Resources in Augusta is seeking an Office Specialist I in the Licensing Division. This role provides advanced office support, assists harvesters and dealers in person, by phone, and via e-mail, and processes licenses in LEEDS with accuracy.

Requires independent judgment, strong communication, and proficiency in Word, Outlook and Excel, including mail merges. Applicant must understand Marine Resource laws and rules for license types, and must be able to research complex

Qualifications

• Advanced office and administrative support tasks requiring specialized skills.
• Independent judgment, initiative and discretion in varied matters.
• Excellent customer service in communications with the public.
• Proficiency in Word, Outlook and Excel; familiarity with mail merge.

Responsibilities

• Answer a 5-line phone system, take messages and forward calls.
• Provide high level customer service in all interactions.
• Greet customers and determine their needs.
• Process Marine Resources applications and issue licenses in LEEDS; print and mail licenses.
• Handle cash and money orders per procedures.
• Know license types and tags; manage mail and deposits.
• Research complex harvester/dealer issues and eligibility for lobster licenses.
• Execute bulk mail merges and generate daily reports from LEEDS.

Skills

Independent judgment

Discretion

Customer service

Microsoft Word

Microsoft Outlook

Excel

Mail merge

Tools

LEEDS

Microsoft Access

Job description

The Department of Marine Resources is seeking applicants for an Office Specialist I position in the Licensing Division in the Augusta Office.

DEPARTMENT OF MARINE RESOURCES

OFFICE SPECIALIST I

Opening Date: August 26, 2026

Closing Date: End of the day September 09, 2026

Location: Augusta

Position Number: 07200-2475

Position Type: Full Time/Year-Round

Class Code: 6546

Grade: 16 (Administrative)

Salary: $18.76 - $27.03 Per Hour

*For us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes the month and year for any relevant experience listed. Your resume should include the duties and responsibilities associated with each position. Any experience that was not full-time employment should be identified as such.

BRIEF JOB DESCRIPTION: This position will provide advanced office and administrative support work performing complex, varied administrative support tasks often requiring the operation of technical office equipment and programs. Responsibilities require using independent judgment, initiative, and discretion to make determinations on varied matters. The successful candidate will be required to assist harvesters and dealers in person, over the phone and through e-mail to answer questions and resolve issues in a professional manner so effective communication skills will be necessary.

Typical duties:

• Answer 5-line phone system, take messages and forward calls appropriately.
• Ensure a high level of customer service in all interactions with the public and others.
• Receive and greet customers and visitors, determine customer needs.
• Review and process Marine Resources applications and issue licenses in LEEDS (Licensing Enforcement and Environmental Data System) for harvesters and dealers, file processed applications in daily batches, print licenses and prepare for daily mailing.
• Collect, count, reconcile and/or deposit cash and money orders in accordance with set procedures.
• Have knowledge of Marine Resource licenses and tags that are associated with those licenses.
• Open, sort and date stamp mail daily.
• Research complicated issues on harvester and dealer applications.
• Review, process, and enter apprentice and student log sheets to determine eligibility for a commercial lobster license.
• Execute complex mail merges for bulk distributions, requiring data manipulation and spreadsheet management skills.
• Prepare daily deposit and tag reports in LEEDS and export them to Excel.
• Research, compile and analyze complex information to reach a conclusion and/or make recommendations.
• This position requires attention to detail and excellent customer service skills.

The candidate will need to understand Marine Resource laws and rules as they apply to the various types of harvester and dealer licenses. This candidate should be proficient in Microsoft Word, Outlook and Excel including mail merge functions in support of large mailings. Having some familiarity with Access is a plus.

For questions specific to the position, please contact Charlotte Ekstrom at: [e-mail]

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.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• 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 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 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.

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

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, and3+ weeks of vacation leaveannually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
• Health Insurance Coverage– The State of Maine pays85%-100%of employee-only premiums ($12,213.60-$14,369.04 annual value), depending on salary. Use this chart to find thepremium costsfor 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.
• Dental Insurance– The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
• Retirement Plan– The State of Maine contributesat least 14.06%of payto 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—receiveforty-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 aMaineSaves457(b) account through payroll deductions.
• Learn aboutadditional wellness benefitsfor State employees from the Office of Employee Health and Wellness

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.