Office Specialist II Supv

Department of Professional and Financial Regulation • Gardiner, ME

5d • Onsite

About The Position

Join the Team at the Office of Professional and Occupational Regulation (OPOR) at the Department of Professional & Financial Regulation. OPOR is committed to protecting the health and safety of the public in Maine and offers work-life balance and great benefits. They foster a culture of teamwork, integrity, and continuous improvement, offering opportunities for growth and making a meaningful impact on the lives of citizens. This role serves as the Administrative Assistant to the Director, providing direct administrative support services to the Director and the agency's management team. This work includes advanced office and administrative work providing supervision and direct support to the coordination, implementation, and oversight of professions and occupations regulated within the agency. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative processes.

Requirements

• Knowledge of the principles of organization.
• Knowledge of the principles of office management.
• Ability to compose, review, and edit complex and/or technical business correspondence.
• Ability to use discretion and judgment in dispensing information.
• Ability to initiate, coordinate, implement, and evaluate administrative activities.
• Ability to analyze problems, offer solutions, reach logical conclusions, and make sound recommendations.
• Ability to understand and promote management goals as they affect day-to-day and long-term operations.
• Ability to effectively plan and adjust work operations to meet planned and unexpected changes.
• Ability to effectively represent the organization at internal and external meetings.
• Strong technical skills working with electronic data systems.
• Training, education, or experience in administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and 2) the ability to use independent judgment, initiative, and decision making on complex administrative matters.
• All positions in this classification assume the qualifications of: Office Assistant I , Office Assistant II , Office Associate I, Office Associate II and Office Specialist I.

Responsibilities

• Oversees and directs the work of an Office Associate II; conducts performance evaluations and is responsible for setting priorities/goals in the professional development of staff in compliance with the requirements of the agency's strategic plan and state policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• Serves as the Director's liaison among internal and external sources on key matters and represents the Director at public meetings, including explaining the agency's organization and strategic goals. Provides technical and administrative support at agency meetings.
• Manages daily inquiries and independently provides responses to complex regulatory matters from board members, attorneys, applicants, licensees, complainants, the general public, and legislators on behalf of the Director.
• Identifies, develops, and implements work flow and administrative policies to improve existing work practices. Develops standard operating procedures in coordination with the management team regarding licensure procedures, accounting procedures, and coordinates administrative staff trainings on use of policies and procedures.
• Responsible for managing the agency's procurement accounts, requests for travel, expense reimbursement vouchers, assists in the collection of date to develop budgets and work programs; coordinate accounting and general operating activities such as processing accounts payable/accounts receivable; evaluates operational needs, and procures contracted services such as expert witnesses, court reporters, special services.
• Tracks, compiles, and submits various statutory and legislative reports on behalf of the Director including maintenance of a board membership database.
• Manages content and technical components of the agency's website in coordination with the management team to comply with state website requirements.
• Serves as a primary contact to the agency's licensing, inspection and case management needs, including use of technology to maintain agency records, tracking requests for public records, prepares and disseminates materials electronically in preparation for agency meetings.
• Tracks, monitors and corresponds on legislative and rulemaking initiatives.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage
• Health Insurance Premium Credit
• Dental Insurance
• Retirement Plan
• six weeks of fully paid parental leave
• Additional, unpaid leave may also be available, under the Family and Medical Leave Act

What This Job Offers

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