Office Specialist I

State of Maine•Augusta, GA

2d•Onsite

About The Position

The Maine Bureau of Veterans’ Services is hiring an Office Specialist I for its Central Office at Camp Keyes in Augusta, Maine. The position performs complex modern office and administrative tasks, using client management software and independent judgment to make frequent decisions under department policies and procedures. Employees are expected to complete assignments with minimal supervisory assistance. The role manages the Veterans Dependent Education Benefit program, serves as liaison between the Bureau and the Maine College System, and determines dependent eligibility. It also serves as the primary point of contact for the Central Office front desk, assists veterans and family members, schedules appointments, determines eligibility for Bureau and state programs, and supports outreach events. Occasional travel is required, and the position may provide phone coverage to field and cemetery offices as needed. The position is classified as Grade 16 (Administrative Services), Job Class Code 6546, with a listed salary of $19.60–$28.25 per hour. It is not eligible for visa sponsorship or STEM OPT extensions.

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 human resources practices and employee benefits.
Knowledge of 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 and supplies.
Ability to review information-system inputs and outputs and develop or 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 or procedures.
Ability to understand and promote management goals as they affect day-to-day operations.
Must assume the qualifications of Office Assistant I, Office Assistant II, Office Associate I, and Office Associate II.

Responsibilities

Conduct initial interviews to determine the benefits sought by veterans and/or family members.
Schedule appointments for senior staff and veterans services officers.
Manage the Veterans Dependent Education Benefit program, act as liaison between the Bureau and the Maine College System, and determine dependent eligibility.
Serve as the primary for the Central Office front desk, including greeting the public, answering phones, interacting with agencies at Camp Keyes, and processing mail.
Determine eligibility and issue certificates or licenses for Bureau programs, including Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License.
Manage schedules for the Central Office, including the conference room, Bureau Director, and other senior staff as needed.
Document customer interactions in the Bureau’s client management software.
Represent the Maine Bureau of Veterans’ Services at outreach events and travel occasionally.
Provide phone coverage to field and cemetery offices as needed.
Draft and proof business correspondence.
Maintain and order quarterly office supplies.
Conduct research, gather information, analyze results, and reach conclusions.
Oversee and maintain inventory and supplies.
Review electronic information system inputs and outputs and develop or implement data-input and output-quality standards.
Write clear and comprehensive reports.
Develop and recommend work methods and administrative policies or procedures.
Understand and promote management goals as they affect day-to-day operations.

Benefits

13 paid holidays, 12 days of sick leave, and 3+ weeks of annual vacation leave; vacation accrual increases with years of service.
Personal leave for overtime-exempt employees.
State-paid 85%–100% of employee-only health insurance premiums, depending on salary; dependent coverage contributions vary.
A 5% employee-only health insurance premium credit for participation, subject to program requirements.
State-paid 100% of employee-only dental insurance premiums.
State contribution of 14.06% of pay to the Maine Public Employees Retirement System.
Gym membership reimbursement of up to $40 per month.
Health and dependent care flexible spending accounts.
Eligibility for Public Service Student Loan Forgiveness through the federal program.
Employee assistance program, referred to as the Living Resources Program.
42 consecutive calendar days of fully paid parental leave for employees welcoming a child, including fathers and adoptive parents.
Additional unpaid leave may be available under the Family and Medical Leave Act.
Voluntary deferred compensation through a MaineSaves 457(b) account using payroll deductions.
Additional wellness benefits for State employees.