Office Specialist I - Augusta - Anticipated Vacancy

State of Maine•Augusta, ME

3d•Hybrid

About The Position

This position will provide administrative support to the Compliance and Licensing divisions, including data entry for complaints and inspections, tracking Compliance Inspector self-initiated work, closing inspections and complaints, correspondence between staff, licensees, and registrants, answering telephones, and responding to email inquiries. This position requires advanced office and administrative support services and proficiency in modern office practices and equipment necessary to perform diverse administrative functions. This position must handle difficult individuals professionally. Responsibilities require the use of independent judgment, initiative, and discretion to make determinations on a range of matters.

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.
Resume must include the month and year for any relevant experience listed.
Resume should include the duties and responsibilities associated with each position.
Any experience that was not full-time employment should be identified as such.

Nice To Haves

Possession of a valid Class B Maine Motor Vehicle Operator’s License.

Responsibilities

Provide administrative support to the Compliance and Licensing divisions.
Perform data entry for complaints and inspections.
Track Compliance Inspector self-initiated work.
Close inspections and complaints.
Handle correspondence between staff, licensees, and registrants.
Answer telephones and respond to email inquiries.
Handle difficult individuals professionally.
Use independent judgment, initiative, and discretion to make determinations on a range of matters.
Comply with State policies, including human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
Review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
Examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership and compliance with applicable regulations.
Develop, post to, amend, and/or update web pages using established content and knowledge of modern office software.
Code, compute, verify, post, reconcile, and/or update standard documents and financial transactions.
Review, update, revise, verify, reconcile, maintain, edit, and/or adjust payroll transactions and/or personnel transactions.
Write summary reports and trend analyses.
Recommend operational improvements.
Research, compile, and analyze complex information to reach a conclusion and/or make recommendations.
Present routine factual information to individuals/groups.
Repair, service, clean, and/or maintain issued materials.
Determine and requisition inventory/supplies.