Office Assistant II - Fleet Management

Office Assistant II

Come join Central Fleet Management, the team that keeps the State of Maine light duty vehicle fleet on the road. Whether it be Inland Fisheries & Wildlife, Marine Resources, Human Services, or any other agency in State government, Central Fleet Management needs an Office Assistant II to provide customer assistance and administrative support for the Central Fleet Management (CFM) vehicle rental program.

You will be part of a team of fleet professionals and assist a wide variety of fleet customers. Our team centrally manages the entire State fleet of light duty vehicles, allowing the agencies to focus on their services to the public.

In this position you will be the face of the CFM Rental Vehicle Program that will be welcoming customers and visitors at our location, performing data entry, and filing. Expect a fast-paced environment at times and frequent changes in the work.

Responsibilities:

• Perform basic office support functions such as open/distribute/send mail, answer telephone, photocopy, file, and receive visitors.
• Prepare worksheets and perform data entry.
• Answer factual inquiries and assist with routine requests.
• Review documents and examine for completeness.
• Receive, open, sort, and route incoming/outgoing mail/packages.
• Maintain computerized and/or manual records, logs, and information lists.
• Post and/or transfer numbers from set data.
• Operate modern standard office equipment.
• Create spreadsheets and perform data management.
• Type varied routine business correspondence such as letters, reports, contracts, vouchers, and agendas from draft or original source documents to revised or final form.
• Operate technical office materials/equipment (examples are digital scanner, printing, copiers, State PC with MS Office software, RBase database, etc.) according to set procedures.
• Transport and handle heavy goods.
• Query for data via telephone, computer, and/or written/oral communication.
• Explain, inform, and/or initiate calls on routine matters.
• Refer non-routine inquiries to appropriate resource.
• Clean and/or maintain issued materials.

Knowledge, Skills, and Abilities

Required:

• Knowledge of basic office practices and procedures.
• Knowledge of spelling, punctuation, grammar, and business English.
• Ability to understand and follow basic oral and written instructions.
• Ability to make basic mathematical calculations.
• Ability to perform repetitive keyboarding for prolonged periods of time may be required.
• Ability to use applicable computer programs.
• Ability to review documents and examine for completeness.
• Ability to maintain computerized and/or manual information.
• Ability to use alphabetical, numerical, and chronological filing systems.
• Ability to effectively give/obtain basic, non-technical information.
• Ability to post and transfer numbers from set data.
• Ability to prepare worksheets and perform data entry.
• Ability to gather and compile information.
• Ability to communicate effectively.
• Ability to write clearly and effectively.
• Ability to operate modern standard office equipment.

Minimum Qualifications:

Training, education, or experience in office and administrative support work that demonstrates
1) competency in applying a general knowledge of modern office practices to perform routine, varied office support tasks often requiring the operation of technical office equipment, and
2) the ability to use independent judgment in prioritizing the work and selecting the most appropriate course of action within set procedures. All positions in this classification assume the qualifications of:
Office Assistant I.

Licensing/Registration/Certification Requirements:

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

Preference would be given to candidates with the following experience and knowledges:

• Experience/knowledge related to automotive terminology, parts and repair.
• Experience/knowledge related to a rental or lease vehicle operation.
• Experience with MS Office, including Excel, Word, & Outlook
• Experience using Rbase database software.

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 service, and…