Office Specialist IAugusta , Maine , United States | Administrative & Office Support | Full-time | Partially remote Apply by: May 10, 2024 Apply with Linkedin ApplyDepartment of Administrative and Financial Services - Security and Employment Service CenterJob Class Code:6590Grade: 16 (Confidential)Salary: $41,392 - $57,324Location: Augusta, MEOpening Date: April 26, 2024Closing Date: May 10, 2024The Department of Administrative & Financial Services is an innovative organization that coordinates a number of central services for agencies within Maine State Government. The Employment and Security Service Center (SESC) provides financial and human resource services to the departments of Labor; Public Safety; Professional and Financial Regulation; and Defense, Veterans and Emergency Management. Financial services provided by the Service Center include accounting and financial processing, cash management, budget development and monitoring, financial analysis, grant management, legislative support, and administrative functions.The SESC team is seeking a passionate business professional to join us as an Office Specialist I. This role will significantly contribute to the efficiency and effectiveness of the team in order to maintain exemplary customer service. The successful candidate will have a working and proficient knowledge of modern office practices and office equipment necessary to successfully perform and implement diverse administrative responsibilities. Responsibilities require using independent judgment, initiative, and discretion to make determinations on varied matters.This work is performed under limited supervision, is based in Augusta, Maine, and may be eligible for a hybrid remote work schedule which will include a minimum of one day per week in the Service Center office. In this role, you will:
Organize position postings, schedule interviews, draft offer letters, and complete required HR forms for new employees.
Track performance review dates and implement an effective reminder system.
Request access to various systems for users.
Order supplies and computer equipment.
Take meeting notes and follow up with action items.
Assist with the development of a robust procedure manual.
Ensure compliance with records retention requirements.
Research options for purchases.
Complete the procurement process for service center contracts.
If you possess superb organizational skills, communication skills, and believe in the strength of teamwork, this job is for you. Preferred skills and knowledge include: :
Ability to conduct research, gather information, and analyze results to reach a conclusion.
Ability to oversee and maintain inventory/supplies.
Knowledge of Microsoft 360 office suite applications.
Ability to write clear and comprehensive reports and other relevant documents such as training documents and manuals.
Ability to develop and recommend new work methods and administrative policies/procedures.
Ability to construct meeting agenda, take minutes and follow up with action items as necessary.
Ability to understand and promote management goals as they affect day-to-day operations.
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 IandOffice Associate II.Contact information:Questions about this position should be directed to Marilyn Leimbach at [email protected] Instructions:Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, and copies of any transcripts or certifications you wish to have considered while evaluating your application. In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period. Any experience that was not full-time employment should be identified as such. If you require a paper application, please download and print one here https://www.maine.gov/bhr/state-jobs/application-process or contact our office at 207-623-6700. Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Security & Employment Service Center, 45 Commerce Drive, Augusta, ME 04330 or faxed to 207-287-2018. Be sure title of the job you are applying for is included. Applications cannot be accepted after the posting closing date. 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 Fit – 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 ($10,523.28-$12,380.40 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.
Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).
Retirement Plan – The State contributes the equivalent of 13.41% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS) for MSEA, or 18.21% for Confidential employees.
State employees are eligible for anextensive and highly competitive benefits package (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from theOffice of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) .Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated 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 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.