Office Specialist II Supervisor - Augusta

Office Specialist II Supervisor

The Office of Information Technology is looking to fill our Office Specialist II Supervisor opening based in Augusta, Maine.

The Department of Administrative and Financial Services (DAFS), Office of Information Technology (OIT) provides a wide-range of technological services to over 13,000 state employees and the agencies for which they serve.

MaineIT embraces the following core values (C.A.R.E.):

• Customer-Focus – Ensuring our customers are heard and their needs are met.
• Accountability – Holding ourselves to a high standard through transparency with stakeholders.
• Responsiveness – Providing timely updates in a proactive manner.
• Empathy – Delivering people-focused services with emotional intelligence.

This is a confidential classification in the Office & Administrative Support Job Family which provides office and administrative support to the Office of Information Technology requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This is advanced administrative services work providing support, coordination, implementation, and oversight of a administrative or procedural functions.

Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters and require proficient knowledge of modern office practices and office equipment necessary to perform diverse administrative functions. This position is responsible for supervising subordinates in the OIT Administrative Office.

What will you do?

• 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 general operating activities; evaluate work operations and procure supplies.
• Assist leadership with reviewing, evaluating, and providing recommendations on procedures, rules, and regulations.
• Docket and summarize customer complaints and present information to superiors.
• Plan, organize, administer, and proctor training environment for the organization.
• Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
• Liaise between supervisors and internal and external sources on key matters.
• Represent supervisor/program at meetings, including explaining organizational, program, and/or project goals when tasked.
• Attend board/committee meetings to provide secretarial services when tasked.
• Comply with human resource laws, policies, procedures, and practices, such as: AA/EEO, recruitment, employment, position classification, performance appraisals, training, discipline, contract administration, human resource components of security protocols of agency information security and confidentiality policies, and employee safety in order to ensure fair and equal treatment of personnel.
• Evaluate employee performance in accordance with State of Maine Performance Management and Appraisal System.
• Coach employees in meeting performance standards.
• Discuss employee complaints/grievances with employees and determine course of action in accordance with applicable policy and coordination with superiors and Human Resources.
• Initiate, recommend, and/or make hiring, disciplinary, and termination actions.
• Participate in interviewing, selecting, orienting, training, and instructing new employees.
• Plan, assign, instruct, review, and monitor the work of support staff.
• Set and adjust employee work schedule.
• Ensure and monitor employee occupational health and safety.
• Develop and recommend work methods and administrative policies/procedures to improve existing work practices.
• Oversee and monitor effective and efficient core operations of the operational unit(s).
• Establish work objectives and assess progress.
• Adapt processes/procedures to meet new and/or changing work requirements.
• Establish operational priorities, procedures, and quality assurance mechanisms.
• Initiate, coordinate, implement, and evaluate administrative activities.
• Coordinate work with external operational units/programs to enhance efficiency…