Office Associate II Supervisor - Anticipated Vacancy

State of Maine•Augusta, ME

21h•Hybrid

About The Position

This position oversees all clerical and administrative support for the Bureau of Land Resources, including but not limited to: formatting and issuing permit orders; preparing and maintaining templates and documents; managing the records filing system; assembling court records on appeal cases; making travel arrangements for staff; making minor purchases; coordinating timely payment of invoices; ordering new vehicles through Central Fleet Management; and assisting staff with various other needs. This position also provides substantial administrative support for the Department’s in-lieu fee program (the Maine Natural Resource Conservation Program) and maintains a tracking system for financial assurance instruments provided to the Department pursuant to the Solar Energy Development Decommissioning Law. The Office Associate II Supervisor position needs to be motivated, dedicated, flexible, detailed-oriented, and possess demonstrated ability to work under tight deadlines. Must be available to work from the Augusta office full-time, though remote work may occur with supervisor approval. This position supervises one (1) Office Associate II in Augusta.

Requirements

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

Nice To Haves

Knowledge of supervisory principles, methods, and techniques.
Ability to instruct others and plan, prioritize, and assign work.
Ability to initiate, coordinate, implement, and evaluate administrative activities.
Ability to work with timelines and schedules.
Ability to accomplish the quality/quantity of work within set expectations.
Ability to effectively resolve problems.
Ability to develop and recommend operational improvements.

Responsibilities

Ensure permit orders are formatted and sent to applicants/permittees in a timely manner.
Update permit order templates and other documents as directed by management.
Oversee delivery and filing of Bureau files in the file room; retrieve files at the request of staff; send files to State Archives; and retrieve files from State Archives.
Register staff for professional development opportunities, complete out-of-state travel forms, and support staff in filling out expense reimbursement forms.
Pay invoices as directed by management.
Complete vehicle request forms and coordinate delivery by Central Fleet Management.
Complete in-lieu fee worksheets and ensure delivery of fees to the program administrator.
Update the Department’s database of solar energy decommissioning bonds and communicate with solar operators to ensure accurate records.
Supervise one (1) Office Associate II.

Benefits

13 paid holidays
12 days of sick leave
3+ weeks of vacation leave annually
Health Insurance Coverage (State pays 85%-100% of employee-only premiums)
Health Insurance Premium Credit (decreases employee-only premiums by 5%)
Dental Insurance (State pays 100% of employee-only dental premiums)
Retirement Plan (State contributes at least 14.11% of pay to MainePERS)
Gym Membership Reimbursement (up to $40 per month)
Health and Dependent Care Flexible Spending Accounts
Public Service Student Loan Forgiveness eligibility
Living Resources Program (employee assistance program)
Parental leave (forty-two (42) consecutive calendar days of fully paid parental leave)
Voluntary Deferred Compensation (MaineSaves 457(b) account)