Office Specialist I

State of Maine

1d•$19 - $27

About The Position

This position provides essential operational, financial, and administrative support to the Office of Teaching and Learning within the Maine Department of Education. The Office Specialist I plays a critical role in ensuring the successful implementation of statewide initiatives by maintaining accurate financial records, processing contracts and payments, and supporting compliance with State procurement, travel, and fiscal procedures. This position serves as a central coordination point between program staff, finance, procurement, vendors, and external partners. The work directly supports the timely execution of professional learning initiatives, grants, contracts, and educator support programs across the state. The ideal candidate is highly organized, detail-oriented, and able to independently manage multiple concurrent workflows in a fast-paced environment. Success in this role requires strong follow-through, accuracy, proactive communication, and the ability to monitor work through completion with minimal supervision. Responsibilities include processing and reconciling financial transactions; managing contract, invoice, travel, and purchasing documentation; maintaining tracking systems and budgets; and ensuring compliance with State and federal requirements. The position also provides routine procedural guidance to Department staff and external partners regarding required documentation and processes. This position operates in an environment that is deadline-driven and continuously evolving. Adaptability, accountability, systems thinking, and a commitment to continuous improvement are essential for success. This position requires consistent accuracy, timeliness, and independent follow-through, as delays or errors may impact payments, contracts, compliance obligations, and the implementation of Department initiatives.

Requirements

Strong organizational and workflow management skills with the ability to track multiple projects simultaneously through completion.
Demonstrated attention to detail and accuracy in financial or compliance-related work.
Ability to interpret and follow established procedures, policies, and regulatory requirements.
Ability to work independently, prioritize competing deadlines, and manage time effectively.
Strong written and verbal communication skills, including proactive status reporting and issue escalation.
Ability to identify problems, troubleshoot discrepancies, and implement solutions.
Proficiency with spreadsheets, electronic document management systems, and database tracking tools.
Ability to maintain confidentiality and exercise sound professional judgment.
Commitment to continuous learning and process improvement.
Excellent customer service and collaborative teamwork skills.
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.

Responsibilities

Process contracts, invoices, purchase orders, and payment documentation using State systems (e.g., Advantage, ARTEMIS, MainePays, DocuSign).
Reconcile and maintain purchasing card (P-card) documentation to ensure compliance with State fiscal requirements and audit standards.
Maintain accurate financial tracking systems, including budget spreadsheets, invoice trackers, travel reimbursement records, and contract monitoring tools.
Review financial and administrative documentation for completeness, accuracy, and compliance prior to submission.
Monitor workflow status across multiple initiatives and proactively follow up to ensure timely completion of tasks.
Coordinate travel requests and reimbursements in accordance with State policies and timelines.
Communicate with vendors, educators, and Department staff regarding payment status, documentation needs, and procedural requirements.
Research and resolve discrepancies related to contracts, invoices, coding, or payments.
Maintain organized electronic filing systems to ensure documentation transparency and audit readiness.
Provide procedural guidance to staff regarding procurement, travel, and financial processes.
Identify opportunities to improve office systems, workflows, and tracking processes to increase efficiency and accuracy.
Respond to high volumes of email and internal requests while prioritizing time-sensitive financial and operational tasks.

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.
Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%.
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.
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.