Office Specialist I

State of Maine•Augusta, GA

17h•Onsite

About The Position

This position provides administrative support by performing complex and varied office tasks that require operation of technical office equipment. The role involves using independent judgment, initiative, and discretion to make decisions, 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, and demonstrating effective communication, strong customer service, attention to detail, accuracy, and adaptability across functions. The workday balances structured data-entry and processing queues with real-time taxpayer interactions. Duties include entering tax-return and payment information, answering taxpayer calls, processing suspended payments and returns, responding to taxpayer emails, handling complex cases, and supporting other units as operational needs change. Staff may also help colleagues learn procedures and systems. The position requires frequent shifts between focused processing and immediate customer response, with attention to complete documentation and accurate work. The position is with Maine Revenue Services in the Maine Department of Administrative and Financial Services, located in Augusta. Applicants must submit a cover letter, current resume, and three professional references. The selected candidate must pass required background checks; fingerprinting may be required. Some positions may require a valid Class B Maine motor vehicle operator’s license.

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, and the ability to use independent judgment, initiative, and discretion 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 review electronic information-system input and output and develop or implement quality-control standards for data-input structures and output quality assurance.
Ability to examine motor vehicle title applications and associated lien, ownership-chain, vehicle, odometer, and signature information to determine vehicle ownership, where applicable.
Ability to understand and promote management goals in day-to-day operations.
Applicants must provide a cover letter, current resume, and three professional references. The resume must include month and year for relevant experience and identify experience that was not full-time.
Must pass required background checks; fingerprinting may be required as a condition of employment.

Responsibilities

Enter data for tax returns, payments, and related documents.
Answer incoming taxpayer calls and provide guidance by interpreting tax laws, MRS rules, and TCC procedures.
Process suspended payments and suspended tax returns.
Work through taxpayer emails.
Handle complex items and help resolve unusual taxpayer situations.
Assist other OPC units as operational needs change.
Provide cross-training support by answering questions, demonstrating procedures, and helping newer staff navigate systems and workflows.
Complete assigned work items and ensure documentation is complete and processed items meet accuracy and policy standards.
Update tracking or statistics as needed to support continuity.
Verify, code, compute, and reconcile data on standard documents.
Conduct research, gather information, and analyze results to reach conclusions.
Oversee and maintain inventory and supplies.
Review electronic-system information input and output and develop or implement data quality-control standards.
Examine motor vehicle title applications and related documents to determine vehicle ownership, where applicable.
Write clear and comprehensive reports and recommend new work methods and administrative policies or procedures, as applicable.
Understand and promote management goals as they affect day-to-day operations.
Repair, service, clean, or maintain issued materials, as applicable.

Benefits

13 paid holidays, 12 days of sick leave, and at least three weeks of vacation leave annually; vacation accrual increases with service, and overtime-exempt employees receive personal leave.
State-paid employee-only health insurance premiums of 85%–100%, depending on salary; dependent coverage is also available.
A 5% employee-only health insurance premium credit for eligible participants.
State-paid employee-only dental insurance premiums.
Retirement plan: State contribution of 14.06% of pay to MainePERS.
Gym membership reimbursement of up to $40 per month.
Health and dependent-care flexible spending accounts.
Eligibility for Public Service Student Loan Forgiveness.
Employee assistance through the Living Resources Program.
42 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.