Office Specialist II

Office Specialist II

The Maine Commission on Public Defense Services is seeking to fill one (1) Office Specialist II position in its central office based in Augusta.

PDS is an independent commission whose purpose is to provide high-quality, efficient representation to indigent citizens who are entitled to counsel at state expense. The ability to telework at times is available.

The position provides administrative support to other central office staff to assist in meeting operational productions, and/or processing needs. The position will primarily be responsible for documenting requests, making purchases, obtaining credentials for attorneys and staff to use various platforms, assisting with administrative rule making processes, and other administrative tasks.

Key Responsibilities:

• Comply 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.
• Independently compose, review, edit, and/or approve correspondence.
• Coordinate accounting and general operating activities, and assemble financial statements, evaluate work operations, and procure supplies.
• Educate public regarding Administrative Procedures Act; and assist with rule making process, filings, and associated workflow.
• Research federal grant programs, prepare applications, interpret and administer program requirements, and prepare the financial statements and expenditure reports.
• Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
• Liase between supervisor and internal and external sources on key matters.
• Interpret and implement the policies and decisions of superiors. Attend board/committee meetings to provide secretarial services.

Knowledge, Skills, and Abilities

Required:

• The position requires excellent reading, writing, and analytical skills.
• The position also requires having the knowledge of the principles of office management
• The ability to compose, review, and edit complex correspondence
• The ability to use discretion and judgment in dispensing information
• The ability to initiate, coordinate, implement, and evaluate administrative activities
• The ability to maintain confidentiality
• The ability to establish operational priorities, procedures, and quality assurance mechanism.
• The position requires an attention to detail and excellent customer service skills.

Minimum Qualifications:

Training, education, or experience in administrative support work that demonstrates
1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and
2) the ability to use independent judgment, initiative, and decision making on complex administrative matters. All positions in this classification assume the qualifications of:
Office Assistant I, Office Assistant II, Office Associate I, Office Associate II, and Office Specialist I.

Licensing/Registration/Certification Requirements: (if applicable)

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

Application Instructions:

Please submit a cover letter along with a current resume and three (3) professional references.

In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes the month and year for any relevant experience listed. Your resume should include the duties and responsibilities associated with each position. Any experience that was not full-time employment should be identified as such.

Contact Information:

For more information or questions specific to the position, please contact recruiting.ggsc

The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.

Benefits of working for the State of Maine:

• 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…