Office Associate II

State of Maine•Portland, OR

7d•$19 - $27•Onsite

About The Position

This is office and administrative support work for the Workers’ Compensation Board’s Portland Advocate Division. The position performs complex and varied office-support tasks requiring knowledge of modern office practices, office equipment, and diverse clerical functions. It requires independent decision-making about processes, information handling, and actions to take in accordance with standard procedures. The role includes tracking referrals and legal documents, supporting visitors and customers, assisting with trainings and technical troubleshooting, and preparing correspondence, reports, and informational materials. The job classification belongs to the Office & Administrative Support Job Family and contributes to agency, program, or operational-unit needs. Work conditions vary by agency utilization, essential functions, and recruitment needs. Some positions in this classification may require a valid Class B Maine Motor Vehicle Operator’s License. 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 about processes, information to process, and actions to take in accordance with standard procedures.
Knowledge of principles, practices, and equipment used in graphics, illustration, and publication work.
Knowledge of information distribution through the internet.
Knowledge of 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, understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
Ability to create basic graphics, illustration, or publication work to produce informational materials.
Ability to effectively present information to individuals or 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.
All positions in this classification assume the qualifications of Office Assistant I, Office Assistant II, and Office Associate I.
Some positions may require a valid Class B Maine Motor Vehicle Operator’s License.
Submit a cover letter, current resume, and three professional references. The resume should include month and year for relevant experience and duties and responsibilities for each position; identify experience that was not full-time employment.
Pass required background checks as a condition of employment; 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 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.
For routine individual cases, explain and interpret applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
Assist with developing standard work procedures within established guidelines.

Benefits

13 paid holidays, 12 days of sick leave, and three or more weeks of annual vacation leave; vacation accrual increases with years of service, and overtime-exempt employees receive personal leave.
State-paid 85%–100% of employee-only health insurance premiums, depending on salary; dependent coverage is also available.
A 5% employee-only health insurance premium credit for qualifying participation.
State-paid 100% of employee-only dental insurance premiums.
State contribution of 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.
Living Resources employee assistance 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 MaineSaves 457(b) deferred compensation through payroll deductions.
Additional wellness benefits; benefits may vary by collective bargaining agreement and are prorated for less than full-time work.