Office Specialist I - Maine State Prison, Warren.

MaineGuide; Northern (KY); Hybrid; USD 40,000 - 57,000; Full time

Job summary

Maine Department of Corrections is seeking an Office Specialist I at Maine State Prison in Warren, ME. This role provides advanced administrative support, requiring judgment and discretion across varied tasks and interacts with multiple levels of staff.

Responsibilities include filing, document prep, scheduling, correspondence, employee onboarding support, and report preparation for management. Strong Microsoft Office skills and confidentiality are essential.

Qualifications

• Training, education, or experience in office and administrative support work demonstrating proficiency in modern office practices.
• Ability to use independent judgment, initiative, and discretion to handle varied matters.

Responsibilities

• Maintain electronic and paper filing systems.
• Prepare documents and distribute them.
• Schedule meetings and maintain electronic schedules.
• Prepare and send regular correspondence to internal and external stakeholders.
• Meet with current and new employees and provide information.
• Compile information and prepare reports for management.

Skills

Microsoft Office

Data entry

Communication

Report writing

Confidentiality

Organizational skills

Time management

Independent judgment

Job description

Office Specialist I - Maine State Prison, Warren.

Pay Grade 16: $40,268.80 - $57,470.40 (Includes $0.60/hour Institutional Stipend)

Job Class Code: 6546

04000.3638

Open: September 15, 2026

Close: September 29, 2026

CURRENT VACANCY INFORMATION

The Department of Corrections has a current vacancy for an Office Specialist I, located at Maine State Prison, Warren ME.This position is open to current Maine DOC personnel and all outside applicants.

JOB DESCRIPTION

This is advanced office and administrative support work aiding the Department of Corrections requiring advanced office and administrative support services, 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.

DUTIES INCLUDE:

• Maintaining electronic and paper filing systems.
• Preparing documents for distribution.
• Scheduling meetings and maintaining electronic schedules.
• Preparing and sending regular correspondence to internal and external stakeholders.
• Meeting and providing information to current and new employees.
• Compiles information and prepares reports for management.

KNOWLEDGES,SKILLS,ANDABILITIESREQUIRED: (These are required to successfully perform the work assigned).

• Microsoft Office software suite including Word, Excel, PowerPoint and Outlook.
• A working knowledge of the principles, practices, and equipment related to quality control of data input and output.
• Ability to verify, code, compute, and/or reconcile data on standard documents.
• Conduct research, gather Information, and analyze results to reach a conclusion.
• Interact with all levels of management and employees.
• Create and maintain spreadsheets, charts, tables and reports
• Plans and organizes tasks and work responsibilities to achieve objectives. Sets priorities. Schedules activities. Allocates and uses resources properly.
• Expresses ideas effectively. Organizes and delivers information appropriately.
• Shares complete and accurate information. Maintains confidentiality. Adheres to organizational policies and procedures. Meets own commitments.
• Takes personal responsibility for job performance. Completes work in a timely and consistent manner. Sticks to commitments.
• Analyzes problem by gathering and organizing all relevant Information. Identifies cause and effect
• relationships. Comes up with appropriate solutions.
• Uses sound judgment to make good decisions based on information gathered and analyzed.
• Considers all pertinent facts and alternatives before deciding on the most appropriate action. Commits to decision.
• Use applicable computer programs.
• Interacts with people effectively. Able and willing to share and receive information. Co-operates within the group and across groups. Supports group decisions. Puts group goals ahead of own goals.
• Displays energy and enthusiasm in approaching the Job. Commits to putting in additional effort.
• Maintains high level of productivity. Self-directed.
• Listens actively.

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.

Preference will be given to those candidates who can adjust to quickly changing priorities, while maintaining accuracy and confidentiality. Preference will be given to those candidates who have exceptional communication skills and interpersonal skills. Preference will be given to those candidates with strong organizational skills, including electronic file organization.

State of Maine Benefits:

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 well-being with a valuable total compensation package, including:

• Work-Life Fit– Rest is essential. Take time for yourself using13 paid holidaysand3+ weeks of vacation leaveannually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave. When you or immediate members of your family are ill, utilize12 days of sick leaveper year.
• Health Insurance Coverage– The State of Maine pays85%-95%of employee-only premiums ($12,213.60-$13,650.48annual 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 ($365.28annual value).
• Retirement Plan– The State of Maine contributes a percentage 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– One of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receivesix weeks of fully paid parental leave. Additionally, 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 employeesare eligible for an extensive and highly competitive benefits package, covering many aspects of wellness.Learn aboutadditional wellness benefitsfor State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and areprorated for part-time employment.

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. 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 accommodation is provided for qualified individuals with disabilities upon request.

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