Office Specialist

If you are a current State of Maine employee, you must complete your application through the internal application process (Find Jobs Report). Please apply using your PRISM account. If you are on Seasonal Leave and do not have access to PRISM, contact your local Human Resources representative for application information.

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 determ on varied matters.

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.

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, 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 quality control standards for data input structures and output quality assurance. Ability to examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership.

Ability to write clear and comprehensive reports. Ability to develop and recommend new work methods and administrative policies/procedures. Ability to understand and promote management goals as they affect day‑to‑day operations. Ability to repair, service, clean and/or maintain issued materials. Representative Tasks & KSA’s are cumulative across the Office & Administrative Support Job Family. All positions in this classification assume the Distinguishing Characteristics & KSA’s of:
Office Assistant I, Office Assistant II, Office Associate I, and Office Associate II.

Training, education, or experience in…