Office Specialist I / Maine State Archives

Secretary of State • Augusta, ME

4d • Onsite

About The Position

The Office Specialist I position provides advanced office and administrative support to the Archives and serves as the first point of contact for patrons and the public. Responsibilities include assisting visitors, answering and directing phone calls, providing information and customer service, operating office equipment, and performing a variety of administrative and clerical functions. The work requires proficiency in modern office practices, the use of independent judgment and discretion, and the ability to support daily operations effectively.

Requirements

• Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
• Comfortable handling large numbers of customer interactions per day while maintaining composure and professionalism.
• Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.
• Adjust quickly to new procedures, policies, and technologies as agency needs evolve.
• A focus on accuracy and thoroughness in completing tasks and managing responsibilities.
• Confidently make informed decisions and stay solution-focused while managing multiple priorities without sacrificing accuracy or customer satisfaction.
• Strong verbal and written communication skills to explain complex rules and processes in a way that is easy for the public to understand.
• Identify and resolve issues efficiently while maintaining a calm and helpful demeanor.
• Consistently represent the Department with respect, integrity, and accountability.
• Empathetic, self-aware, and able to manage high-stress interactions with tact.
• Handle difficult or emotional customer situations with patience and effectiveness.
• Prioritize tasks and complete assignments accurately and on time.
• Dedication to high-quality work, accuracy, and upholding public trust.
• A mindset focused on improving processes, learning new skills, and supporting team development.
• Excellent written and verbal communication skills, including grammar, spelling, and punctuation.
• Proficiency with alphabetical and numerical filing systems.
• Proficiency with basic office practices, state procedures, and office software including Microsoft Suite and Adobe Pro.
• Familiarity with basic research methods and techniques.
• Knowledge of state and federal statutes pertaining to records management.
• Knowledge of laws, rules, and regulations pertaining to confidentiality.
• Ability to lift and carry approximately 40 pounds.
• Ability to climb ladders.
• Ability to work in a dirty, dusty environment, if needed.
• Ability to maintain security of confidential records.
• Ability to operate electronic scanning and imaging equipment.
• Ability to ensure safety of documents used by others.
• 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
• Applicants must be authorized to work in the United States.
• Successful candidates will be required to complete an I-9 form upon hire.
• The successful candidate must pass a National Criminal Background check.

Nice To Haves

• Familiarity with Drupal.

Responsibilities

• Process financial transactions including payments from walk-in patrons, checks received by mail, and over-the-phone credit card payments.
• Code, compute, verify, post, reconcile, and/or update standard documents and financial transactions, processing invoices received from purchases made via Advantage and SOS Accounts Payable.
• Add data about various collections into Access or Excel indexes and other projects as assigned by the State Archivist and Director.
• Provide reference services and instruct and guide researchers in use of equipment, materials, and finding aids.
• Scan and index archival documents as needed.
• Shelve and retrieve records as requested to assist researchers.
• Communicate efficiently and in a professional manner, (including internal staff), to provide effective customer service.
• Add to the index for State Laws by copying the information from the Laws of Maine books into an Access database.
• Track legislation that is of interest to the Archives.
• Post to, amend, and/or update web pages.
• Recommend operational improvements.
• Determine and requisition inventory/supplies for the agency.
• Attend Maine Historical Records Advisory Board and Archives Advisory Board meetings.
• Transcribe meeting minutes using recordings and notes taken while in attendance at the meetings.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Personal leave for overtime-exempt employees
• The State of Maine pays 85%-95% of employee-only premiums for Health Insurance Coverage
• The State of Maine pays 100% of employee-only dental premiums for Dental Insurance
• The State contributes the equivalent of 14.11% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed