Office Specialist I

Department of Administrative and Financial Services•Augusta, ME

7d•$19 - $27

About The Position

This position provides administrative support performing complex, varied office tasks requiring the operation of technical office equipment. Responsibilities require using independent judgment, initiative, and discretion to make decisions on various matters, including the interpretation of tax laws, MRS rules and regulations, and departmental policies and procedures. Required abilities include maintaining knowledge of tax procedures and tax forms, as well as ensuring appropriate processes are followed. Necessary skills consist of effective communication, exceptional customer service, attention to detail, and accuracy. This position requires adaptability due to the cross-functional aspects of the job.

Requirements

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.
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

Preference will be given to those with experience in a call center environment.

Responsibilities

Provide quality customer service to taxpayers for assigned tasks and in accordance with the standards set forth by Taxpayer Contact Center (TCC) management.
Accurately key data for various tax returns and other documents in queues assigned unless otherwise directed.
Answer incoming taxpayer calls and provide proper guidance as defined by TCC policies and procedures.
Process work items, taxpayer e-mails, and other correspondence.
Process suspended payments, suspended returns, and items in the Checks Only queue.
Maintain and update statistical spreadsheets used by the management team to make morning staffing decisions.
Assist in cross-training state and contract staff in proper Operations Processing Center (OPC) procedures.
Assist other units of the OPC as assigned by management.

Benefits

Work-Life Balance – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
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. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State .
Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements .
Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
Retirement Plan – The State of Maine contributes 14.11 % of pay to the Maine Public Employees Retirement System ( MainePERS ), on behalf of the employee .
Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
Health and Dependent Care Flexible Spending Accounts – Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office .
Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive forty-two (42) consecutive calendar days of fully paid parental leave . Additional , unpaid leave may also be available, under the Family and Medical Leave Act .
Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.
State employees are eligible for an extensive and highly competitive benefits package , covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness .