Office Specialist I - 2475 - Augusta

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

Benefits offered by this job

Health insurance

Paid holidays

Vacation leave

Retirement plan

Job summary

State of Maine is seeking an Office Specialist I in the Licensing Division in Augusta. This role provides advanced office support, handling complex tasks, and assisting harvesters and dealers by phone, email, and in person with a focus on professional communication and accuracy.

The position requires knowledge of Marine Resource licenses, strong MS Word/Outlook/Excel skills (including mail merges), and the ability to operate LEEDS for licenses, deposits, and reporting.

Qualifications

• Experience in advanced office and administrative support tasks.
• Ability to use independent judgment and discretion.
• Experience assisting harvesters and dealers by phone, in person, and email.
• Familiarity with LEEDS license system and data entry.

Responsibilities

• Answer 5-line phone system and forward messages.
• Provide high level customer service in all interactions with the public.
• Process Marine Resources applications and issue licenses in LEEDS.
• Print licenses and prepare for daily mailing.
• Handle cash deposits following set procedures.
• Prepare daily deposit and tag reports in LEEDS.

Skills

Payroll knowledge

HR practices

Data quality control

Vehicle title laws

Web page development

Data verification

Inventory management

Excel mail merge

Office software

Tools

LEEDS system

Excel

Word

Outlook

Access (basic)

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..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 RESOURCESOFFICE SPECIALIST IOpening Date: August 26, 2026Closing Date: End of the day September 09, 2026Location: AugustaPosition Number: 07200-2475Position Type: Full Time/Year-RoundClass Code: 6546Grade: 16 (Administrative)Salary: $18.76 - $27.03 Per HourInterested applicants need to submit a Direct Hire Application , along with a Cover Letter and a detailed Resume**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] 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 conclusionAbility 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 , 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 ($12,213.60-$14,369.04 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 at least 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.Learn about additional wellness benefits for State employees from the Office of Employee Health and WellnessThere'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.Thinking about applying?Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart..If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.