Office Specialist I Supv

State of Maine•Augusta, ME

7d•$20 - $28•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 advanced office and administrative support work providing assistance to an agency and/or the public requiring advanced office and administrative support services requiring a proficient knowledge of modern office practices and office equipment necessary to perform diverse administrative functions. Responsibilities require using independent judgment, initiative, and discretion to make determinations on varied matters. Supervisor positions are those responsible for supervising subordinates and conducting formal performance appraisals of one or more employees.

Requirements

Competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills.
Ability to use independent judgment, initiative, and discretion to make determinations on varied matters.
Knowledge of payroll principles, procedures, and techniques; and automated payroll systems and procedures.
Knowledge of human resources practices and employee benefits.
Knowledge of the principles, practices, and equipment related to quality control of data input and output.
Knowledge of the laws and practices related to the title and ownership of motor vehicle titles.
Ability to develop and change web pages using established content.
Ability to verify, code, compute, and/or reconcile data on standard documents.
Ability to conduct research, gather information, and analyze results to reach a conclusion.
Ability to oversee and maintain inventory/supplies.
Ability to review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
Ability to examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership.
Ability to write clear and comprehensive reports.
Ability to develop and recommend new work methods and administrative policies/procedures.
Ability to understand and promote management goals as they affect day-to-day operations.
Ability to repair, service, clean and/or maintain issued materials.
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.

Nice To Haves

Some positions may require 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.
Review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
Examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership and compliance with applicable regulations.
Develop, post to, amend, and/or update web pages using established content and knowledge of modern office software.
Code, compute, verify, post, reconcile, and/or update standard documents and financial transactions.
Review, update, revise, verify, reconcile, maintain, edit, and/or adjust payroll transactions and/or personnel transactions.
Write summary reports and trend analyses.
Recommend operational improvements.
Research, compile, and analyze complex information to reach a conclusion and/or make recommendations.
Present routine factual information to individuals/groups.
Repair, service, clean, and/or maintain issued materials.
Determine and requisition inventory/supplies.
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.
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.”

Benefits

13 paid holidays
12 days of sick leave
3+ weeks of vacation leave annually
Health Insurance Coverage (State pays 85%-100% of employee-only premiums)
Health Insurance Premium Credit (Participation decreases employee-only premiums by 5%)
Dental Insurance (State pays 100% of employee-only dental premiums)
Retirement Plan (State contributes 14.11% of pay to MainePERS)
Gym Membership Reimbursement (up to $40 per month)
Health and Dependent Care Flexible Spending Accounts
Public Service Student Loan Forgiveness eligibility
Living Resources Program (employee assistance program)
Parental leave (42 consecutive calendar days of fully paid leave for welcoming a child)
Voluntary Deferred Compensation (MaineSaves 457(b) account)