Office Assistant II

State of Maine•Augusta, GA

3d•Onsite

About The Position

This is a classification in the Office & Administrative Support Job Family, providing office and administrative support to an agency, program, or operational unit. The work requires operating office equipment and applying knowledge of office processes and diverse clerical functions to meet operational, production, and processing needs. It involves routine, varied office support tasks, often using technical office equipment, and requires independent judgment to prioritize assignments and select appropriate actions within established procedures. The position is with the Department of Public Safety, Fire Marshals Office, in Augusta. Representative work includes creating spreadsheets and managing data; preparing correspondence and other documents; organizing and maintaining files; operating technical office equipment; handling goods; transcribing notes and dictation; responding to routine inquiries and referring non-routine inquiries; and maintaining issued materials. The position may also provide intermittent project guidance to co-workers. The State of Maine describes its total compensation package as including paid leave, health and dental insurance, retirement contributions, gym membership reimbursement, flexible spending accounts, a living resources/employee assistance program, paid parental leave, and voluntary deferred compensation. Benefits may vary by collective bargaining agreement and are prorated for less-than-full-time work.

Requirements

Training, education, or experience in office and administrative support work demonstrating general knowledge of modern office practices and competence in performing routine, varied office support tasks, often involving technical office equipment.
Ability to use independent judgment to prioritize work and select an appropriate course of action within established procedures.
Knowledge of modern office methods and procedures.
Knowledge of spelling, punctuation, grammar, and business English.
Ability to make intermediate mathematical calculations.
Ability to create spreadsheets and perform data management.
Ability to type varied routine business correspondence from draft or original source documents to revised or final form.
Ability to lay out computerized formats and/or graphics.
Ability to organize and maintain computerized and/or manual files, and to use alphabetical, numerical, chronological, and secondary filing systems.
Ability to operate standard technical office materials and equipment.
Ability to rapidly and accurately take and/or transcribe dictation.
Ability to convert data to electronic format, transfer information, and present it in modified form.
Ability to access information from the internet.
Ability to distinguish non-routine and technical inquiries and refer them to an appropriate source.
Ability to work with timelines and schedules.
Ability to clean and/or maintain issued materials.
Ability to lead work and provide guidance to co-workers on a project or intermittently.
Must meet the qualifications of Office Assistant I.
Some positions may require a valid Class B Maine Motor Vehicle Operator’s License.

Responsibilities

Comply with State policies, including agency information security and confidentiality requirements for State business.
Create spreadsheets and perform data management.
Type routine business correspondence and documents from draft or original sources into revised or final form.
Lay out computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and maps.
Organize, record, and maintain computerized and/or manual files.
Operate technical office materials and equipment according to established procedures.
Transport and handle heavy goods.
Input, arrange, code, transcribe, correct, and/or post standard-form and free-form data.
Take and/or transcribe notes, dictation, transcripts, and/or tapes into written minutes and/or reports.
Query for data through telephone, computer, and/or written or oral communication.
Explain, inform, and/or initiate calls on routine matters; refer non-routine inquiries to an appropriate resource.
Clean and/or maintain issued materials.
May lead work and provide guidance to co-workers on a project or intermittently.

Benefits

13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually; vacation accrual increases with service, and overtime-exempt employees receive personal leave.
State-paid employee-only health insurance premiums of 85%–100%, depending on salary; a 5% employee-only premium credit is available for participants who meet program requirements.
State-paid 100% of employee-only dental insurance premiums.
State contribution of 14.06% of pay to the Maine Public Employees Retirement System (MainePERS).
Gym membership reimbursement of up to $40 per month.
Health and dependent care flexible spending accounts.
Eligibility for Public Service Student Loan Forgiveness through the State’s qualified-employer status.
Living Resources Program/employee assistance program.
Forty-two consecutive calendar days of fully paid parental leave for employees welcoming a child; additional unpaid leave may be available under the Family and Medical Leave Act.
Voluntary deferred compensation through a MaineSaves 457(b) account.