Office Assistant II

State of Maine•Augusta, ME

5d•$17 - $23•Onsite

About The Position

The Office Assistant II is a classification in the Office & Administrative Support Job Family, providing office and administrative support to an agency, program, or operational unit. The role involves routine, varied office support tasks, operation of technical office equipment, and knowledge of office processes and diverse clerical functions. Work contributes to operational, production, and processing needs and requires independent judgment when prioritizing assignments and choosing an appropriate course of action within established procedures. The position is with the Department of Public Safety's Fire Marshals Office and is located in Augusta.

Requirements

Training, education, or experience in office and administrative support work demonstrating general knowledge of modern office practices for routine, varied 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 routine business correspondence from draft or original documents into revised or final form.
Ability to lay out computerized formats or graphics.
Ability to organize and maintain computerized or manual files and use alphabetical, numerical, chronological, and secondary filing systems.
Ability to operate standard technical office materials and equipment.
Ability to rapidly and accurately take 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 and to clean or maintain issued materials.
Ability to lead work and provide guidance to co-workers on a project or intermittent basis.
Qualifications of Office Assistant I are also required.
Some positions may require a valid Class B Maine Motor Vehicle Operator's License.

Responsibilities

Comply with State policies, including human resource components of security protocols and agency information security and confidentiality policies for State business purposes.
Create spreadsheets and perform data management.
Type routine business correspondence, including letters, reports, contracts, vouchers, and agendas, from draft or original documents into revised or final form.
Lay out computerized formats and graphics for forms, pamphlets, graphs, charts, tables, and maps.
Organize, record, and maintain computerized and manual files.
Operate technical office equipment, such as digital scanners, printing and bindery equipment, reprographic duplicators, and postal machinery, according to procedures.
Transport and handle heavy goods.
Input, arrange, code, transcribe, correct, and post standard-form and free-form data.
Take or transcribe notes, dictation, transcripts, and tapes into written minutes or reports.
Query for data by telephone, computer, or written or oral communication.
Explain, inform, or initiate calls on routine matters and refer non-routine inquiries to appropriate resources.
Clean or maintain issued materials.
May lead project or intermittent work and provide guidance to co-workers.

Benefits

13 paid holidays, 12 days of sick leave, and 3 or more weeks of vacation leave annually; vacation accrual increases with years of service, and overtime-exempt employees receive personal leave.
The State pays 85%–100% of employee-only health insurance premiums, depending on salary; dependent coverage is also available.
A health insurance premium credit that reduces employee-only premiums by 5% for participants who meet program requirements.
The State pays 100% of employee-only dental insurance premiums.
The State contributes 14.06% of pay to the Maine Public Employees Retirement System on behalf of the employee.
Gym membership reimbursement of up to $40 per month.
Health and dependent care flexible spending accounts.
Eligibility for the federal Public Service Student Loan Forgiveness program.
Employee assistance through the Living Resources 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 pre-tax retirement savings through a MaineSaves 457(b) account.