Office Associate II Supv - Anticipated Vacancy

State of Maine • Oak Grove, ME

8d • Onsite

About The Position

This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is office and administrative support work performing complex, varied office support tasks often requiring established skill sets which include a solid knowledge of modern office practices and office equipment necessary to perform divergent clerical functions. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. Supervisor positions are those responsible for supervising subordinates and conducting formal performance appraisals of one or more employees.

Requirements

• 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.
• Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work.
• Knowledge of information distribution through use of the internet.
• Knowledge of the principles and practices of informational presentations.
• Ability to create and use varied correspondence formats and compose standard business correspondence.
• Ability to prepare standard reports.
• Ability to develop and use computerized formats and/or graphics.
• Ability to perform basic secretarial duties.
• Ability to administer, score and/or correct standard examinations.
• Ability to collect, count, reconcile and/or deposit fees in accordance with set procedures.
• Ability to reconcile funds.
• Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
• Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Ability to create basic graphics/illustration/publication work to produce informational materials.
• Ability to make standard changes to web page content.
• Ability to coordinate and present workshops, training, and orientation sessions.
• Ability to effectively present information to individuals/ groups.
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to effectively resolve problems.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• Ability to provide ongoing leadership for a work team.
• Ability to confer with supervisor on performance appraisals of work team members.
• Knowledge of supervisory principles, methods, and techniques.
• Knowledge of interviewing principles and techniques.
• Knowledge of the principles of organization.
• Knowledge of teamwork principles and strategies.
• Ability to work with timelines and schedules.
• Ability to listen to and understand information and ideas presented.
• Ability to use discretion and judgment in dispensing information.
• Ability to plan, assign, instruct, review, and monitor the work of support staff.
• Ability to effectively schedule the work.
• Ability to instruct others and plan, prioritize, and assign work.
• Ability to maintain confidentiality.
• Ability to understand and implement complex oral and written instructions.
• Ability to conduct research, gather information, and analyze results to reach a conclusion and/or make recommendations.
• Ability to initiate, coordinate, implement, and evaluate administrative activities.
• Ability to coordinate and integrate the work activities and resources of several projects and/or operational pieces.
• Ability to effectively interact with others of widely divergent backgrounds, interests, and viewpoints.
• Knowledge of Maine Performance Management and Appraisal System.
• Knowledge of Civil Service system.
• Knowledge of applicable collective bargaining agreements.
• Knowledge of human resource laws, polices, and practices.
• Ability to accomplish the quality/quantity of work within set expectations.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• Ability to effectively delegate work as appropriate.
• Ability to develop and recommend operational improvements.
• Ability to effectively coach employees and conduct performance appraisals.
• Ability to adapt processes/procedures to meet new and/or changing work requirements.
• Ability to establish operational priorities, procedures, and quality assurance mechanisms.
• Ability to coordinate and integrate work objectives among several projects and/or operational units.
• Ability to effectively plan and adjust work operations to meet planned and unexpected change.
• Ability to understand and promote management goals as they affect day-to-day and long term operations.
• Ability to analyze personnel, operational, and organizational issues and problems; and develop timely and economical solutions.
• Ability to establish program objectives and/or performance goals and assess progress.
• All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

Nice To Haves

• Possession of a valid Class B Maine Motor Vehicle Operator’s License.

Responsibilities

• Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• Create and use varied correspondence formats and compose standard business correspondence.
• Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form.
• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
• Post to, amend, and/or update web pages using established content and knowledge of modern office software.
• Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized.
• Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests.
• Coordinate and present workshops, training, and orientation sessions.
• Write regular and/or periodic reports.
• Administer and/or score applicable examination in accordance with set procedures.
• Track and/or monitor contracts and/or licenses.
• Collect, count, reconcile and/or deposit fees in accordance with set procedures.
• Reconcile funds and perform calculations for reports.
• Receive and greet visitors, and determine customer needs.
• Advise others requesting technical assistance.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Develop standard work procedures within established guidelines.
• May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work.
• May confer with supervisor on performance appraisals of work team members.
• Evaluate employee performance in accordance with State of Maine Performance Management and Appraisal System.
• Coach employees in meeting performance standards.
• Discuss employee complaints/grievances with employee and determine course of action in accordance with applicable policy.
• Initiate, recommend, and/or make hiring, disciplinary, and termination actions.
• Participate in interviewing, selecting, orienting, training, and instructing new employees.
• Plan, assign, instruct, review, and monitor the work of support staff.
• Set and adjust employee work schedule.
• Ensure and monitor employee occupational health and safety.
• Develop and recommend work methods and administrative policies/procedures to improve existing work practices.
• Oversee and monitor effective and efficient core operations of the operational unit(s).
• Establish work objectives and assess progress.
• Adapt processes/procedures to meet new and/or changing work requirements.
• Establish operational priorities, procedures, and quality assurance mechanisms.
• Initiate, coordinate, implement, and evaluate administrative activities.
• Coordinate work with external operational units/programs to enhance efficiency and achievement of operational goals.
• Adjust program/work operations and objectives to meet planned and unexpected change.
• Analyze personnel, operational, and organizational issues and problems; and develop timely and economical solutions.
• Advise superiors regarding the work/operations and act as “troubleshooter.”
• Implements and complies with human resource laws, policies, procedures, and practices, such as: AA/EEO, recruitment, employment, position classification, performance appraisals, training, discipline, contract administration, human resource components of security protocols of agency information security and confidentiality policies, and employee safety in order to ensure fair and equal treatment of personnel.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums
• Retirement Plan – The State contributes the equivalent of 14.06% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS) for MSEA, or 18.91% for Confidential employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed