Office Associate II Supv

State of Maine•Oak Grove, ME

20h•Onsite

About The Position

The Office Associate II Supv is an office and administrative support position in the Maine Department of Public Safety, Maine Criminal Justice Academy. The role performs complex and varied office support tasks that require knowledge of modern office practices, office equipment, and diverse clerical functions. It calls for independent decision-making about processes, information, and actions in accordance with established procedures. As a supervisor, the position is responsible for supervising employees and conducting formal performance appraisals.

Requirements

Training, education, or experience in office and administrative support work demonstrating competency in applying a solid knowledge of modern office practices to complex, varied office support tasks.
Ability to make independent decisions about appropriate processes, information, and actions in accordance with standard procedures.
Ability to create and use correspondence formats, compose standard business correspondence, prepare reports, and develop computerized formats and graphics.
Ability to perform secretarial duties, administer or score examinations, and collect, reconcile, and deposit fees and funds.
Ability to understand and apply applicable laws, rules, regulations, policies, procedures, and documentation requirements.
Ability to create informational graphics and publications, make standard web page content changes, and coordinate and present workshops or training.
Ability to identify errors and irregularities, resolve problems, exercise judgment, maintain confidentiality, and communicate effectively.
Ability to lead, schedule, assign, instruct, delegate, review, and monitor support staff work, and coach employees and conduct performance appraisals.
Knowledge of supervisory principles, interviewing, organization, teamwork, Maine's Performance Management and Appraisal System, the Civil Service system, applicable collective bargaining agreements, and human resource laws, policies, and practices.
Ability to coordinate administrative activities and resources across projects or operational units; adapt procedures; establish priorities and quality assurance; and analyze operational issues and recommend improvements.
Some positions may require a valid Class B Maine Motor Vehicle Operator’s License.

Responsibilities

Comply with State policies, including information security and confidentiality requirements.
Prepare correspondence and reports, and create or update forms, publications, graphics, charts, tables, maps, and web page content.
Examine documents and information, identify facts, errors, and irregularities, and take authorized action.
Perform routine secretarial tasks, including scheduling, arranging appointments and travel, and reviewing documents to respond to requests.
Coordinate and present workshops, training, and orientation sessions; administer or score examinations as applicable.
Track contracts and licenses; collect, count, reconcile, and deposit fees; reconcile funds and prepare calculations for reports.
Greet visitors, determine customer needs, provide technical assistance, and explain applicable rules, policies, procedures, and documentation requirements.
Develop standard work procedures and provide leadership for work teams, including scheduling, assigning, instructing, reviewing, and monitoring work.
Evaluate employee performance, coach employees, address complaints and grievances, and participate in hiring, discipline, termination, selection, orientation, and training activities.
Plan, assign, instruct, review, and monitor support staff work; adjust schedules; and monitor occupational health and safety.
Develop and recommend improved work methods, administrative policies, and procedures; oversee operational unit activities and establish objectives, priorities, procedures, and quality assurance mechanisms.
Coordinate administrative activities and work with external operational units or programs to support efficiency and operational goals.
Analyze personnel, operational, and organizational issues; recommend timely and economical solutions; and advise superiors on operations.
Implement and comply with applicable human resource laws, policies, procedures, and practices, including equal opportunity, recruitment, classification, performance management, training, discipline, contract administration, information security, confidentiality, and employee safety.

Benefits

13 paid holidays, 12 days of sick leave, and more than three weeks of vacation leave annually; vacation accrual increases with service, and overtime-exempt employees receive personal leave.
The State pays 85%–100% of employee-only health insurance premiums, depending on salary.
A 5% employee-only health insurance premium credit is available for participation in the applicable program.
The State pays 100% of employee-only dental insurance premiums.
The State contributes 14.06% of pay to 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.
Employee assistance program 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 deferred compensation through a MaineSaves 457(b) account.