Office Specialist

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

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.

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.

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.

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 procedures to better support work goals.

This is where operational insight turns into documented guidance.

The final stretch focuses on sustainability and readiness . You review inventory levels-both electronic and physical-across multiple Operations Processing units to ensure supplies, forms, and equipment won't disrupt processing. Outstanding issues from earlier in the day are followed up on, and metrics are updated so leadership has an accurate end-of-day picture.

Morning:
Monitor workflows, report metrics, reset priorities

Midday:
Investigate failures and coordinate technical resolutions

Afternoon:
Train staff and implement process improvements

End of day:
Manage inventory and ensure operational continuity

The day requires constant situational judgment , frequent switching between analysis and action, and a steady focus on keeping mail processing accurate, compliant, and on pace with MRS service level expectations.

Knowledge of payroll principles,…