Office Specialist I - Augusta - Anticipated Vacancy

State of Maine; Augusta (ME); On-site; USD 25,000 - 37,000; Full time

Benefits offered by this job

Holidays

Sick leave

Vacation leave

Health insurance

Dental insurance

Retirement plan

Gym reimbursement

Flexible Spending Accounts

Public Service Loan Forgiveness

Parental leave

Job summary

State of Maine - Office of Cannabis Policy seeks an Office Specialist I to provide advanced administrative support toCompliance and Licensing, including data entry for complaints and inspections, payroll/finance processing, and correspondence with staff, licensees, and registrants. The role requires independent judgment, professional communication, and proficiency with modern office practices.

Telework is not available; location is Augusta with benefits and a competitive state compensation

Qualifications

• This role requires advanced administrative support skills and proficiency with modern office practices.
• Candidates should understand payroll principles, HR practices, and data quality control.
• Strong ability to develop/update web pages and reconcile data in standard documents.
• Experience researching complex information and presenting findings will be useful.
• Ability to manage inventory and produce clear reports for management.

Responsibilities

• Complies with state policies and information security requirements.
• Review data input/output and implement quality control standards.
• Examine motor vehicle title applications for ownership and compliance.
• Develop, post to, amend, and update agency web pages.
• Code, compute, verify, post, and reconcile standard financial documents.
• Review payroll and personnel transactions for accuracy.
• Write summary reports and trend analyses.
• Recommend operational improvements.
• Research and analyze information to inform decisions.
• Present routine factual information to individuals or groups.
• Repair, service, clean, and maintain issued materials.
• Determine and requisition inventory/supplies.

Skills

Payroll principles

Data quality control

Office software proficiency

Web page development

Research & analysis

Inventory management

Report writing

Policy/procedure development

Independent judgment

Education

Office support experience

Job description

Office of Cannabis Policy Office Specialist I - Anticipated Vacancy

Opening Date: August 17, 2026

Closing Date: August 31, 2026

Grade / Admin Unit: 16 / Administrative Services

Job Class Code: 6546

Salary: $18.76 - $ 27.03/ Hourly

Position Number: 004301230

Location: Augusta

Telework: None

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

OVERVIEW

This position will provide administrative support to the Compliance and Licensing divisions, including data entry for complaints and inspections, tracking Compliance Inspector self-initiated work, closing inspections and complaints, correspondence between staff, licensees, and registrants, answering telephones, and responding to email inquiries. This position requires advanced office and administrative support services and proficiency in modern office practices and equipment necessary to perform diverse administrative functions. This position must handle difficult individuals professionally. Responsibilities require the use of independent judgment, initiative, and discretion to make determinations on a range of matters.

JOB 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.

REPRESENTATIVE TASKS

• Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• Review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
• Examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership and compliance with applicable regulations.
• Develop, post to, amend, and/or update web pages using established content and knowledge of modern office software.
• Code, compute, verify, post, reconcile, and/or update standard documents and financial transactions.
• Review, update, revise, verify, reconcile, maintain, edit, and/or adjust payroll transactions and/or personnel transactions.
• Write summary reports and trend analyses.
• Recommend operational improvements.
• Research, compile, and analyze complex information to reach a conclusion and/or make recommendations.
• Present routine factual information to individuals/groups.
• Repair, service, clean, and/or maintain issued materials.
• Determine and requisition inventory/supplies.

KNOWLEDGES, 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.

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.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS

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

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.

EEO / EQUALITY STATEMENT

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.

ACCOMMODATIONS

Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

CONTACT INFORMATION

For more information or questions specific to the position, please contact [e-mail]