Office Specialist I

State of Maine•Augusta, GA

6d•Onsite

About The Position

The Maine Bureau of Veterans’ Services is excited to hire an Office Specialist I with our Central Office in Augusta at Camp Keyes. This position is located at our Central Office with the following duties: Responsibilities include conducting initial interviews to determine the nature of benefits sought by the veteran and/or family member, providing scheduling appointments for senior staff and veterans services officers, making determinations on eligibility for state programs such as Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License program, and establish eligibility for Veterans Dependent Education Benefits (VDEB) program among other services. This position represents MBVS at outreach events and will require occasional travel. Additionally, this position provides phone coverage to various field and cemetery offices as needed. This position is responsible for performing a variety of complex modern office tasks, as well as the use of client management software that requires independent judgment and action, including making frequent decisions following department policy and procedures. Employees of this class are expected to carry out assignments with minimal supervisory assistance: Primary for the Veterans Dependent Education Benefit for program management, liaison between the Bureau and the Maine College System, and determine dependent eligible Primary for Central Office front desk, including greeting the public, answering phones, interacting with other agencies within Camp Keyes, and processing mail Determine eligible and issue certificates or licenses for Bureau programs such as Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License program Manage schedules for the Central Office, such as the Central Office Conference Room, the Bureau Director, or other Senior Staff as needed Document all customer interactions with the Bureau’s client management software. Draft and proof business correspondence Maintains and orders quarterly office supplies

Requirements

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, and 2) the ability to use independent judgment, initiative, and discretion to make determinations on varied matters.
All positions in this classification assume the qualifications of: Office Assistant I , Office Assistant II , Office Associate I and Office Associate II.

Nice To Haves

Knowledge of human resources practices and employee benefits.
Knowledge of the principles, practices, and equipment related to data input and output quality control
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 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

Responsibilities

Conducting initial interviews to determine the nature of benefits sought by the veteran and/or family member
Providing scheduling appointments for senior staff and veterans services officers
Making determinations on eligibility for state programs such as Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License program
Establish eligibility for Veterans Dependent Education Benefits (VDEB) program among other services
Represents MBVS at outreach events
Provides phone coverage to various field and cemetery offices as needed
Performing a variety of complex modern office tasks
Use of client management software that requires independent judgment and action, including making frequent decisions following department policy and procedures
Carry out assignments with minimal supervisory assistance
Primary for the Veterans Dependent Education Benefit for program management
Liaison between the Bureau and the Maine College System
Determine dependent eligible
Primary for Central Office front desk, including greeting the public, answering phones, interacting with other agencies within Camp Keyes, and processing mail
Determine eligible and issue certificates or licenses for Bureau programs such as Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License program
Manage schedules for the Central Office, such as the Central Office Conference Room, the Bureau Director, or other Senior Staff as needed
Document all customer interactions with the Bureau’s client management software
Draft and proof business correspondence
Maintains and orders quarterly office supplies

Benefits

13 paid holidays
12 days of sick leave
3+ weeks of vacation leave annually
Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($11,857.68-$13,950.24 annual value), depending on salary.
Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%.
Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
Retirement Plan – The State of Maine contributes 14.06% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
Gym Membership Reimbursement – up to $40 per month
Health and Dependent Care Flexible Spending Accounts
Public Service Student Loan Forgiveness
Living Resources Program – employee assistance program
Parental leave – forty-two (42) consecutive calendar days of fully paid parental leave for employees welcoming a child (including fathers and adoptive parents).
Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
Voluntary Deferred Compensation – MaineSaves 457(b) account