Office Specialist I

State of Maine•Augusta, GA

13d•Onsite

About The Position

This is advanced office and administrative support work for Maine Revenue Services, providing assistance to an agency and/or the public. The role requires proficient knowledge of modern office practices and office equipment to perform diverse administrative functions. It involves independent judgment, initiative, and discretion in making determinations on varied matters. The position supports the Mail Processing and Research Unit by monitoring workflow tools and service-level metrics, reporting operational output and input, investigating processing exceptions, and coordinating technical resolutions with Operations Processing staff and MaineIT. Work also includes locating original tax documents, training state and contract staff on TRIPS keying, mail handling, and imaging procedures, and recommending or documenting process improvements. The position reviews electronic and physical inventory across Operations Processing units and helps maintain continuity of operations. The role is located in Augusta. Some positions 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 proficient knowledge of modern office practices and the ability 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, techniques, and automated payroll systems and procedures.
Knowledge of human resources practices and employee benefits.
Knowledge of data-input and output quality-control principles, practices, and equipment.
Knowledge of laws and practices related to motor vehicle titles and ownership.
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 and supplies.
Ability to review electronic information system inputs and outputs and develop and implement quality-control standards.
Ability to examine motor vehicle title applications and related documents, including liens, ownership history, 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 or procedures.
Ability to understand and promote management goals as they affect day-to-day operations.
Some positions may require a valid Class B Maine Motor Vehicle Operator’s License.
The selected candidate must pass required background checks; fingerprinting may be required.

Responsibilities

Review workflow monitoring tools and service-level metrics for the Mail Processing and Research Unit.
Compile and report prior-day output, current-day input, anomalies, and operational status to the Business Manager.
Adjust priorities and flag risks or bottlenecks based on workflow data.
Research batches that did not process automatically, tracing issues across TRIPS and other Maine Revenue Services systems.
Move scanning cages, review images, and manually search scanned paper files to locate original tax documents for reprocessing.
Coordinate with Operations Processing staff and MaineIT, follow escalation procedures, and test solutions through resolution.
Train state and contract staff on TRIPS keying modules, mail handling, and imaging procedures, and provide feedback to staff and supervisors.
Assess unit needs, identify gaps, recommend improvements, and draft or update unit manuals and procedures.
Review electronic and physical inventory across Operations Processing units to ensure adequate supplies, forms, and equipment.
Follow up on outstanding issues and update metrics for leadership.
Verify, code, compute, and reconcile data; review electronic information system inputs and outputs and implement quality-control standards.
Conduct research, gather information, analyze results, and prepare clear and comprehensive reports.
Develop and recommend work methods and administrative policies or procedures.
Oversee and maintain inventory and supplies; repair, service, clean, or maintain issued materials as needed.
Develop or change web pages using established content.
Examine motor vehicle title applications and related documents to determine vehicle ownership, where applicable to the position.

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, and overtime-exempt employees receive personal leave.
The State pays 85%–100% of employee-only health insurance premiums, depending on salary; participation in the health insurance premium credit program decreases employee-only premiums by 5%.
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.
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.
Additional wellness benefits; benefits may vary by collective bargaining agreement and are prorated for less-than-full-time work.