Office Specialist

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State..Department of Administrative Services Maine Revenue Services-Anticipated Vacancy-Opening Date:
October 26, 2026

Closing Date:
November 09, 2026

Grade/ Admin Unit : 16 / Administrative Services Job Class Code: 6546

Salary: $19.60 - $28.25 / Hourly Position Number:

Location:

Augusta

DESCRIPTION:

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.

Here’s the shape of a typical workday for this role. The rhythm is operationally anchored and highly adaptive, combining real-time monitoring, problem resolution, and continuous improvement work. The day tends to flow in cycles rather than fixed blocks, with frequent recalibration as conditions change.

Morning:
Monitoring, Metrics & Priority Setting (Start of day – late morning)
The day usually begins with a systems and workflow check . You review multiple workflow monitoring tools to see how Mail Processing and Research Unit work is moving and whether service level metrics are  compile and report prior-day output, current-day input, and any anomalies , providing the Business Manager with a clear operational snapshot. Based on what the data shows, you reset priorities as needed —redirecting attention, flagging risks, or shifting focus to bottlenecks so the unit stays aligned with overall service goals.

This phase is analytical and fast-moving, with a strong emphasis on judgment and situational awareness.

Midday:
Research, Resolution & Technical Coordination (Late morning – early afternoon)
As the day unfolds, attention turns to exceptions and failures . You research system problem batches that didn’t process automatically, tracing issues across TRIPS and other MRS systems. This can involve moving scanning cages, reviewing images, and conducting manual searches through scanned paper files to locate original tax documents for reprocessing. You coordinate closely with Operations Processing staff and MaineIT technical teams, following escalation procedures and testing solutions until resolution is confirmed.

This part of the day is investigative and hands-on , requiring persistence, technical fluency, and a strong understanding of tax rules and processing workflows.

Afternoon:
Training, Support & Process Improvement (Early – mid afternoon)
Later in the day, the work often shifts toward capacity building and improvement . You train state and contract staff on TRIPS keying modules, mail handling, and imaging procedures, providing real-time feedback to both staff and supervisors. These interactions help prevent future errors and improve overall data accuracy. You also assess unit needs more broadly—identifying gaps, recommending improvements, and drafting or updating unit manuals and…