Office Specialist Supervisor - Augusta

Location

Augusta, Maine

None

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. Supervisor positions are those responsible for supervising subordinates and conducting formal performance appraisals of one or more employees.

• Complies 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.
• Review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
• Examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership and compliance with applicable regulations.
• Develop, post to, amend, and/or update web pages using established content and knowledge of modern office software.
• Code, compute, verify, post, reconcile, and/or update standard documents and financial transactions.
• Review, update, revise, verify, reconcile, maintain, edit, and/or adjust payroll transactions and/or personnel transactions.
• Write summary reports and trend analyses.
• Recommend operational improvements.
• Research, compile, and analyze complex information to reach a conclusion and/or make recommendations.
• Present routine factual information to individuals/groups.
• Repair, service, clean, and/or maintain issued materials.
• Determine and requisition inventory/supplies.
• Implements and complies 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 employee and determine course of action in accordance with applicable policy.
• 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 and achievement of operational goals.
• Adjust program/work operations and objectives to meet planned and unexpected change.
• Analyze personnel, operational, and organizational issues and problems; and develop timely and economical solutions.
• Advise superiors regarding the work/operations and act as “troubleshooter.”

• Knowledge of payroll principles, procedures, and techniques; and automated payroll systems and procedures.
• Knowledge of human resources practices and employee benefits.
• Knowledge of the principles, practices, and equipment related to quality control of data input and output.
• Knowledge of the laws and practices related to the title and ownership of motor vehicle titles.
• Ability to develop and change web pages using established content.
• Ability to verify, code, compute, and/or reconcile data on standard documents.
• Ability to conduct research, gather information, and analyze results to reach a conclusion
• Ability to oversee and maintain inventory/supplies.
• Ability to review input/output of information from electronic information systems and develop/implement…