Office Specialist II

maine; Gardiner (ME); On-site; USD 44,000 - 63,000; Full time

Job summary

Maine Department of Professional & Financial Regulation (OPOR) seeks an Office Specialist II to support professional licensing boards and regulatory operations at Gardiner. You will coordinate licensing activities, maintain records, assist customers, and help ensure regulatory processes move efficiently.

The role emphasizes research, interpretation of laws and policies, and collaboration with board members, licensees, and the public to promote accurate and timely decision-making within a

Responsibilities

• Coordinate licensing activities by evaluating applications, verifying credentials, processing licensure documents, and maintaining official records.
• Research and interpret statutes, rules, regulations, and agency policies to answer questions and resolve complex situations.
• Assess education and training programs and validate continuing professional education reporting for compliance.

Job description

Department of Professional & Financial Regulation (and Boards). Job Class Code: 6550. Grade: 19/Administrative Services. Salary: $21.14-$30.45/Hour. Location: Gardiner. Opening Date: October 7, 2026. Closing Date: October 22, 2026. Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Every professional license issued, every public board meeting held, and every regulatory decision made helps protect the health, safety, and well-being of Maine people. At the Office of Professional and Occupational Regulation (OPOR), we support the licensing boards and regulatory programs that help ensure Maine Professionals meet the standards that protect the public.

As an Office Specialist II, your work will directly support professional licensing boards, and regulatory operations that help protect the health, safety, and well-being of Maine people.

You'll be part of a collaborative team responsible for coordinating licensing activities, supporting public meetings, maintaining official records, assisting customers, and ensuring regulatory processes move efficiently and accurately.

DESCRIPTION:

SUPPORT LICENSING & REGULATORY PROGRAMS

• Coordinate professional licensing activities, including evaluation applications, verify required credentials, processes licensure applications and documentation, and maintains official records.
• Research and interpret statues, rules, regulations, and agency policies to answer questions and resolve complex situations.
• Assesses education and training programs; validates continuing professional education reporting to ensure compliance with applicable licensing requirements, board rules, and regulations.
• Analyze unique or complex situations and help applicants, licensees, and stakeholders understand how laws, rules, and agency policies navigate regulatory processes.

COORDINATE BOARDS & PUBLIC MEETINGS

• Coordinate board and committee meetings by preparing agendas, assembling meeting materials, recording official minutes, and maintaining public records.
• Serve as a liaison among agency leadership, board members, licensees, partner organizations, and the public
• Represent the agency at meetings and public events by sharing information about agency programs and initiatives.
• Prepares and schedules activities related to adjudicatory hearings; may participate or testify in administrative proceedings as required.

IMPROVE PROGRAM OPERATIONS

• Provides technical and systems assistance to licensees, applicants, board members, staff, regulatory officials, attorneys and the public.
• Identify opportunities to streamline processes, improve customer service, and recommend new approaches that make agency operations more efficient and responsive.
• Research issues, evaluate information, and prepare recommendations that support informed decision-making.

SUPPORT BUSINESS & FINANCIAL OPERATIONS

• Assist with budgets, purchasing, financial reporting, and other administrative operations.

MAINTAIN PUBLIC TRUST

• Track complaints and inquiries, organize information, and help ensure issues are routed appropriately for review, investigation, and resolution.
• Protect confidential information and ensure compliance with state policies related to information security, human resources protocols, records management, and privacy.
• Provide professional, responsive customer service while building positive relationships with internal and external stakeholders.

WE ARE LOOKING FOR SOMEONE WHO CAN

• Plan, prioritize, and coordinate multiple projects while adapting to changing business needs.
• Coordinate meetings, licensing activities, and other operational functions with accuracy and attention to detail.
• Represent the agency professionally and build productive working relationships with colleagues, board members, licensees, applicants and other stakeholders.
• Exercise discretion and sound judgment when handling confidential or sensitive information and responding to inquiries.
• Research, interpret, and apply laws, regulations, policies, and procedures to routine and complex situations.
• Analyze information, identify issues, and make thoughtful recommendations.
• Ability to understand and promote management goals as they affect day-to-day and long-term operations.
• Ability to effectively represent the organization at internal and external meetings.

MINIMUM QUALIFICATIONS:

• (Entry level knowledges, skills, an