Office Specialist

If you are a current State of Maine employee, you must complete your application through the internal application process (Find Jobs Report). Please apply using your PRISM account. If you are on Seasonal Leave and do not have access to PRISM, contact your local Human Resources representative for application information.

Opening Date: November 10, 2025

Closing Date: November 26, 2025 @ 12:01 a.m.

Grade: 16 Administrative Services

Salary: $18.76 - $27.03/Hourly

Position Number:

Location: Augusta

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.

• Compile and maintain document changes and formatting consistency in complex safeguard policy and procedure documents.
• Utilize MRS systems to ensure accurate personnel access account records.
• Review input/output of information from MRS systems to implement quality control standards on immediate and reoccurring reporting.
• Exercise sound communication with team members to complete assignments in a timely manner.
• Determine and requisition team inventory and supplies.
• Demonstrate flexibility while performing assigned tasks to meet the team’s goals.
• Recommend improvements to internal team procedures.

• 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 Publication 1075 and tax administration.
• 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 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.
• Representative Tasks & KSA’s are cumulative across the Office & Administrative Support Job Family.
• All positions in this classification assume the Distinguishing Characteristics & KSA’s of:
  Office Assistant I, Office Assistant II, Office Associate I, and Office Associate II.

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.

Please submit a cover letter along with a current resume. Please include month and year for dates of employment and education.

For more information or questions specific to…