Office Associate II

State of Maine•Portland, OR

5d•Onsite

About The Position

The Office Associate II provides complex, varied office and administrative support to the Workers’ Compensation Board Advocate Division in Portland. The role requires a solid knowledge of modern office practices and office equipment, and independent decision-making about processes, information, and actions in accordance with standard procedures. Duties include supporting office operations, processing referrals and legal documents, assisting visitors, preparing correspondence and reports, and contributing to staff training and procedural development. The role must comply with State policies, including security and confidentiality requirements. The selected candidate must pass required background checks; fingerprinting may be required.

Requirements

Training, education, or experience in office and administrative support work demonstrating competency in applying solid knowledge of modern office practices to complex, varied office support tasks.
Ability to use independent decision-making to determine appropriate processes, 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 prepare standard reports and develop and use computerized formats and/or graphics.
Ability to perform basic secretarial duties.
Ability to stay current with and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
Ability to create basic graphics, illustration, and publication work for informational materials.
Ability to effectively present information to individuals and groups.
Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
Ability to effectively resolve problems and exercise good judgment in appraising situations and making decisions or recommendations.
Ability to confer with a supervisor on performance appraisals of work team members.
A valid Class B Maine Motor Vehicle Operator’s License may be required for some positions in this classification.
A cover letter, current resume, and three professional references are required. The resume must include month and year for relevant experience and duties and responsibilities for each position; experience that was not full-time must be identified as such.
The selected candidate must pass required background checks; fingerprinting may be required.

Responsibilities

Comply with State policies, including security and confidentiality policies for State business purposes.
Create and use varied correspondence formats and compose standard business correspondence.
Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
Examine documents and information, determine facts, detect errors and irregularities, and take authorized action.
Perform routine secretarial duties.
Coordinate and assist with presenting at trainings for support staff.
Write regular and/or periodic reports.
Track and/or monitor incoming referrals from Workers’ Compensation Board Regional Offices and incoming legal documents.
Receive and greet visitors and determine customer needs.
Assist with technical troubleshooting.
Explain and interpret applicable rules, regulations, policies, procedures, codes, and/or documentation requirements for routine individual cases.
Assist with developing standard work procedures within established guidelines.

Benefits

13 paid holidays, 12 days of sick leave, and 3 or more weeks of vacation leave annually; vacation accrual increases with years of service.
Personal leave for overtime-exempt employees.
The State pays 85%–100% of employee-only health insurance premiums, depending on salary.
A 5% employee-only health insurance premium credit for participation in the applicable program.
The State pays 100% of employee-only dental insurance premiums.
The State contributes 14.06% of pay to MainePERS on behalf of the employee.
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 through the Living Resources Program.
Six weeks of fully paid parental leave for employees welcoming a child, including non-birthing and adoptive parents.
Additional unpaid leave may be available under the Family and Medical Leave Act.
Voluntary pre-tax deferred compensation savings through a MaineSaves 457(b) account.