Office Associate II Supervisor - Anticipated Vacancy

Department of Environmental Protection•Augusta, ME

15h•Hybrid

About The Position

This position oversees all clerical and administrative support for the Bureau of Land Resources. It involves formatting and issuing permit orders, preparing and maintaining templates and documents, managing the records filing system, assembling court records for appeal cases, making travel arrangements, making minor purchases, coordinating timely payment of invoices, ordering new vehicles, and assisting staff with various needs. The role 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 ideal candidate will be motivated, dedicated, flexible, detailed-oriented, and possess demonstrated ability to work under tight deadlines. This position requires availability to work full-time from the Augusta office, with potential for remote work upon supervisor approval. The Office Associate II Supervisor directly supervises one (1) Office Associate II in Augusta.

Requirements

Training, education, or experience in office and administrative support work that demonstrates competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks.
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)
Forty-two (42) consecutive calendar days of fully paid parental leave (for fathers and adoptive parents as well)
Voluntary Deferred Compensation (MaineSaves 457(b) account)