Office Associate II - Limited Period

State of Maine•Augusta, ME

1d•Onsite

About The Position

The Department of Marine Resources (DMR) is seeking an Office Associate II for its Biological Monitoring & Assessment Division/Bureau of Marine Science, located in the Augusta office within the Marquardt Building. This is a limited period office support position that involves significant outreach work with lobster harvesters, as the DMR has moved to 100% lobster harvester reporting. The role requires contacting harvesters to explain reporting requirements for incomplete or failed reports and assisting them with the electronic reporting process, including answering questions and providing guidance. Additionally, the position will assist the licensing division with data entry of license applications into the Licensing Database (LEEDS), issuing tags based on license type, and providing support to walk-in clients. The associate will also cover for licensing staff when absent and assist harvesters and dealers with issues related to license applications submitted via mail, in person, or online. Handling reporting-related questions directed to licensing is also a key responsibility. The position involves covering phones on a rotating schedule, directing calls appropriately, and assisting with deposit and tag orders on a rotating basis. Strong communication and organizational skills are essential, and the ability to work with limited supervision is required. The work is performed under general supervision.

Requirements

Strong communication skills
Strong organizational skills
Ability to work with limited supervision
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
Assume the qualifications of Office Assistant I, Office Assistant II, and Office Associate I
Not eligible for visa sponsorship or STEM OPT extensions

Nice To Haves

Knowledge of relational database structure and implementation
Experience in Microsoft Access
Experience in Microsoft Excel

Responsibilities

Contact harvesters and explain reporting requirements to harvesters who have submitted incomplete reports or who have failed to report
Assist industry with electronic reporting outreach, including answering questions about electronic reporting and walking industry through the electronic reporting process
Assist licensing in data entry of license applications into the Licensing Database (LEEDS)
Issue tags based on license type
Assist with walk-ins at the counter
Cover in the absence of licensing staff
Assist harvesters and dealers with issues that arise when submitting license applications that come in through the mail or in person, or issues they may have obtaining licenses online
Handle questions that come into licensing with regard to reporting
Cover phones on a rotating schedule, and direct calls appropriately
Assist with the deposit and tag orders on a rotating basis

Benefits

13 paid holidays annually
12 days of sick leave annually
3+ weeks of vacation leave annually (accrual increases with years of service)
Personal leave for overtime-exempt employees
Health Insurance Coverage (State of Maine pays 85%-100% of employee-only premiums, depending on salary)
Health Insurance Premium Credit (decreases employee-only premiums by 5% with participation)
Dental Insurance (State of Maine pays 100% of employee-only dental premiums)
Retirement Plan (State of Maine contributes at least 14.11% of pay to the Maine Public Employees Retirement System (MainePERS))
Gym Membership Reimbursement (up to $40 per month)
Health and Dependent Care Flexible Spending Accounts
Public Service Student Loan Forgiveness
Living Resources Program (employee assistance program)
Parental leave (42 consecutive calendar days of fully paid leave for all welcoming a child, including fathers and adoptive parents)
Additional, unpaid leave may also be available, under the Family and Medical Leave Act
Voluntary Deferred Compensation (MaineSaves 457(b) account through payroll deductions)
Wellness benefits