Office Specialist II ​/ Corporations, Elections & Commissions

Join Our Team at the Department of the Secretary of State

At the Department of the Secretary of State, we are a team dedicated to providing efficient and exceptional service to our community. We prioritize work-life balance and offer excellent benefits to support our team in achieving professional success while maintaining personal well-being. Join a team that fosters a culture of teamwork, integrity, and continuous improvement, offering opportunities for growth and making a meaningful impact on the lives of our citizens.

We are looking for dedicated and collaborative individuals who thrive in a fast-paced, customer-focused environment. If you are passionate about delivering outstanding public service, contributing to a high-performing team, and supporting the people of Maine every day, we want you on our team.

We are seeking an enthusiastic, talented, and resourceful person for an Office Specialist II position located in Augusta, ME. This position provides advanced administrative service work in support of the Divisions of Elections Administration, Audits and Training. This role blends an important public facing component with other responsibilities requiring independent judgment, initiative, and decision-making on complex administrative matters. Proficient knowledge of modern office practices is required.

The hours of this position are Monday through Friday, from 8 a.m. to 5 p.m. in office (not remote) and periodic overtime during peak election and petition certification times.

• Adaptability:
  Adjust quickly to new procedures, policies, and technologies as agency needs evolve.
• Attention to Detail: A focus on accuracy and thoroughness in completing tasks including the ability to compose, review, proof, and accurately edit Division materials.
• Clear Communication:
  Strong verbal and written communication skills.
• Problem-Solving:
  Utilize critical thinking skills to identify and resolve issues efficiently.
• Professionalism:
  Commitment to non-political, bias-free work that ensures trust, transparency, and fair election administration. Strict adherence to nonpartisanship is required for this position by state law. Professionally represent the organization in the workplace and with all public facing interactions.
• Customer Service Excellence:
  Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
• Team
  
  Collaboration:
  
  Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.

• Emotional Intelligence:
  Empathetic, self-aware, and able to manage high-stress interactions with tact.
• Conflict Resolution:
  Handle difficult or emotional customer situations with patience and effectiveness.
• Time Management:
  Prioritize tasks and complete assignments accurately and on time.
• Commitment to Excellence:
  Dedication to high-quality work, accuracy, and upholding public trust.
• Continuous Improvement: A mindset focused on improving processes, learning new skills, and supporting team development.

• Compose, edit, and respond to requests for information from members of the public, election officials, and other state and municipal officials on behalf of the management team.
• Act as key administrative support for the Divisions of Election Administration, Audits and Training including front desk and phone coverage.
• Receive and review filings from municipal election officials to ensure compliance with proper procedures; following up with officials to resolve issues and determine that correct information is received.
• Assist with procedural review audits, such as securing accessible voting places and maintaining municipal official training records.
• Proof data for accuracy, including ballot content, candidate and citizen initiative petitions, Returns of Votes Cast, and voter records in the Central Voter Registration (CVR) system.
• Procure supplies for the Division staff.
• Locate and secure appropriate venues for training sessions or audit work and coordinate travel arrangements.

• Experience or demonstrated ability in…