Office Specialist I

State of Maine•Augusta, ME

2d•$20 - $28•Onsite

About The Position

The Office Specialist I provides administrative support by performing complex, varied office tasks that require operating technical office equipment. The role uses independent judgment, initiative, and discretion to make decisions on varied matters, including interpreting tax laws, Maine Revenue Services (MRS) rules and regulations, and departmental policies and procedures. It requires maintaining knowledge of tax procedures and forms, following appropriate processes, communicating effectively, providing exceptional customer service, and working accurately and attentively. Adaptability is important because the job involves cross-functional work and frequently changing priorities. The day combines accurate data entry and processing with live taxpayer support. Duties include entering tax returns, payments, and related documents; answering incoming taxpayer calls; processing suspended payments and returns; responding to taxpayer emails; and handling assigned processing queues. The employee may also take on complex cases, help resolve unusual taxpayer situations, assist other units, and support cross-training. Work includes completing assigned items, documenting actions, and ensuring processed work meets accuracy and policy standards.

Requirements

Training, education, or experience in office and administrative support work demonstrating proficient knowledge of modern office practices for 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, techniques, and automated payroll systems and procedures.
Knowledge of human resources practices and employee benefits.
Knowledge of principles, practices, and equipment related to quality control of data input and output.
Knowledge of laws and practices related to motor vehicle titles and ownership.
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 conclusions.
Ability to oversee and maintain inventory and supplies.
Ability to review electronic information system input and output and develop or implement quality control standards.
Ability to examine motor vehicle title applications and associated documents to determine vehicle ownership.
Ability to write clear and comprehensive reports.
Ability to develop and recommend new work methods and administrative policies or 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.
Some positions may require a valid Class B Maine Motor Vehicle Operator’s License.

Responsibilities

Enter data for tax returns, payments, and related documents with accuracy.
Answer taxpayer calls and provide guidance while interpreting tax laws, MRS rules, and TCC procedures.
Process suspended payments and suspended returns.
Work through taxpayer emails and assigned processing queues.
Handle complex items and help resolve unusual taxpayer situations.
Assist other OPC units as operational needs change.
Support cross-training by answering questions, demonstrating procedures, and helping newer staff navigate systems and workflows.
Complete assigned work items, maintain documentation, and confirm work meets accuracy and policy standards.
Update tracking or statistical information to support continuity of work.

Benefits

13 paid holidays, 12 days of sick leave, and at least three weeks of annual vacation leave.
Vacation leave accrual increases with years of service; overtime-exempt employees receive personal leave.
The State pays 85%–100% of employee-only health insurance premiums, depending on salary.
A 5% employee-only health insurance premium credit is available through participation in the applicable program.
The State pays 100% of employee-only dental insurance premiums.
The State contributes 14.06% of pay to the Maine Public Employees Retirement System.
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.
Forty-two consecutive calendar days of fully paid parental leave for employees welcoming a child; additional unpaid leave may be available under the Family and Medical Leave Act.
Voluntary deferred compensation through a MaineSaves 457(b) account.