Office Specialist I - Augusta

State of Maine•Augusta, ME

3d•$19 - $27•Onsite

About The Position

This position will provide advanced office and administrative support work performing complex, varied administrative support tasks often requiring the operation of technical office equipment and programs. This position will assist the Licensing Division within the Office of Cannabis Policy. Responsibilities require independent judgment, initiative, and discretion to make determinations on varied matters, ensuring appropriate processes are followed. Candidate will be required to assist individuals with a variety of issues in a professional manner, so effective communication skills will be necessary.

Requirements

Competency in applying a proficient knowledge of modern office practices 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, 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.

Nice To Haves

Knowledge of the Adult Use and Medical Cannabis Programs.

Responsibilities

Assure all registration identification card applications, registration certificate applications, adult use applications, transactions, and other information are entered in a timely and accurate manner into ALMS.
Ensure a high level of customer service in all interactions with the public and others.
Assist, when necessary, with the management and oversight of all electronic data filing, including training and providing guidance to project staff.
Administer and/or process applicable licenses in accordance with set procedures.
Collect, count, reconcile and/or deposit fees in accordance with set procedures.
Receive and greet visitors and determine customer needs.
Complete all processing of applications and mailing to program participants within the program expectations.
Effectively answer questions regarding the MMMP and Adult Use statutes, rules and general program operations and know when to consult with supervisor.
Comply with the requirements of State policies, including those concerning human resources components, security protocols of agency information and confidentiality policies for State business purposes.
Review input/output of information for ALMS (Agency License Management System) and develop/implement quality control standards for data input structures and output quality assurance.
Train office associates/assistants.
Writes summary reports and trend analyses.
Recommend operational improvements, implement new policies and procedures.
Research, compile and analyze complex information to reach a conclusion and/or make recommendations.
Present routine factual information to individuals or groups.
Determine and requisition inventory supplies.
Update and change all forms, letters, and applications as necessary.