Office Specialist I - Anticipated Vacancy

Mainemuseums; Maine; On-site; Full time

Job summary

A leading company is seeking an Office Specialist I to provide comprehensive office and administrative support. Responsibilities include managing payroll, developing web pages, and ensuring data accuracy. The role requires proficiency in office practices and the ability to work independently. This position offers a supportive work environment with extensive benefits, including health insurance and generous vacation time.

Benefits

13 paid holidays

12 sick days

3+ weeks of vacation annually

Health Insurance

Dental Insurance

Retirement Plan

Qualifications

• Proficiency in modern office practices and advanced administrative support skills.

Responsibilities

• Provide office and administrative support to an agency.
• Develop, post, amend, and update web pages.
• Review and maintain payroll and personnel transactions.

Skills

Knowledge of payroll principles

Knowledge of human resources practices

Ability to conduct research

Ability to write clear reports

Education

Training in office and administrative support

Job description

Bureau of General Services

Central Services Division

Office Specialist I - Anticipated Vacancy

Opening Date: May 12, 2025

Closing Date: May 27, 2025

Job Class Code: 6546
Grade: 16
Salary: $18.76 – $27.03/HourlyPosition Number: 004600839

DESCRIPTION

This classification in the Office & Administrative Support Job Family provides office and administrative support to an agency, program, or operational unit. It requires operation of office equipment, knowledge of office processes, and diverse clerical functions. This job family contributes to operational, production, and processing needs. It involves advanced office and administrative support, assisting agencies or the public, and requires proficient knowledge of modern office practices and equipment. Responsibilities include using independent judgment, initiative, and discretion to handle varied matters.

REPRESENTATIVE TASKS:

• Complies with state policies, including human resource security protocols and confidentiality policies.
• Reviews electronic information system input/output and develops quality control standards for data accuracy.
• Examines motor vehicle title applications and related documents to determine ownership and compliance.
• Develops, posts, amends, and updates web pages using established content and office software.
• Codes, computes, verifies, posts, reconciles, and updates financial and standard documents.
• Reviews and maintains payroll and personnel transactions.
• Writes summary reports and trend analyses.
• Recommends operational improvements.
• Researches, compiles, and analyzes complex information to reach conclusions or make recommendations.
• Presents routine factual information to individuals or groups.
• Repairs, services, cleans, and maintains issued materials.
• Determines and requisitions inventory and supplies.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:

• Knowledge of payroll principles, procedures, techniques, and automated systems.
• Knowledge of human resources practices and employee benefits.
• Knowledge of data quality control principles, practices, and equipment.
• Knowledge of motor vehicle title laws and practices.
• Ability to develop and modify web pages using established content.
• Ability to verify, code, compute, and reconcile data on documents.
• Ability to conduct research, gather information, and analyze results.
• Ability to oversee and maintain inventories and supplies.
• Ability to review electronic information system input/output and develop quality control standards.
• Ability to examine motor vehicle documents to determine ownership.
• Ability to write clear, comprehensive reports.
• Ability to develop and recommend new work methods and policies.
• Ability to understand and support management goals.
• Ability to repair, service, clean, and maintain issued materials.

MINIMUM QUALIFICATIONS

Training, education, or experience in office and administrative support demonstrating proficiency in modern office practices, advanced administrative support skills, and the ability to use independent judgment, initiative, and discretion. Positions in this classification also assume qualifications of Office Assistant I, II, Office Associate I, and II.

Benefits of working for the State of Maine:

We support our workforce with a comprehensive package, including:

• Work-Life Fit – 13 paid holidays, 12 sick days, 3+ weeks of vacation annually. Vacation accrual increases with years of service. Overtime-exempt employees receive personal leave.
• Health Insurance – The state pays 85%-95% of employee-only premiums ($11,196.96 - $12,514.32 annually).
• Dental Insurance – The state pays 100% of employee-only premiums ($387.92 annually).
• Retirement Plan – The state contributes approximately 13.09% of salary to MainePERS.

State employees also enjoy extensive wellness benefits. Learn more from the Office of Employee Health and Wellness.

Note: Benefits may vary based on collective bargaining agreements and are prorated for less than full-time employment.

We aim to create a workplace where you can learn, grow, and refine your skills. We value diverse skills and backgrounds that contribute to success in this role.

As an Equal Opportunity employer, Maine State Government fosters a culture of respect and inclusivity for applicants of all backgrounds, including race, gender, disability, religion, age, and more.

If you’re seeking a meaningful next step and want to feel good about your work, we encourage you to apply. Reasonable accommodations are provided upon request.

Thinking about applying?

We encourage applicants from all backgrounds to apply, even if you don’t meet every qualification listed. Your lived experience and passion can set you apart.