Office Specialist II

State of Maine•Bangor, ME

12d•$23 - $33

About The Position

This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is advanced office and administrative work providing support to the coordination, implementation, and oversight of a statewide administrative or procedural program having broad scope or diverse functions. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters.

Requirements

Knowledge of the principles of organization.
Knowledge of the principles of office management.
Knowledge of bookkeeping principles and practices.
Knowledge of State of Maine rulemaking processes and procedures.
Knowledge of federal grant procedures.
Ability to compose, review, and edit complex and/or technical business correspondence.
Ability to use discretion and judgment in dispensing information.
Knowledge of budgetary procedures.
Knowledge of basic investigative principles, practices, and techniques.
Ability to develop budgets and work programs.
Ability to initiate, coordinate, implement, and evaluate administrative activities.
Ability to assess need for capital expenditures and make recommendations.
Ability to review proposed/enacted laws for appropriateness and feasibility, and to identify problems.
Ability to plan, organize, administer and proctor licensure examinations.
Ability to analyze solutions, reach logical conclusions, and make sound recommendations.
Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.
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 change.
Ability to effectively represent the organization at internal and external meetings.
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.
Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

Responsibilities

Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
Independently compose, review, edit, and/or approve correspondence.
Develop budgets, work programs, and cost analyses.
Coordinate accounting and general operating activities; and assemble financial statements, evaluate work operations, and procure supplies.
Review, evaluate, and provide recommendations on program policies, procedures, rules, regulations, and legislative documents.
Write and submit legislative proposals to amend applicable statutes, rules, and regulations.
Educate the public regarding the Administrative Procedures Act; and assist with rulemaking process, filings, and associated work flow.
Research federal grant programs, prepare applications, interpret and administer program requirements, and prepare the financial statements and expenditure reports.
Recommend capital expenditures and disbursements for grant funds.
Docket and summarize customer complaints, initiate investigations, and present information to superiors.
Plan, organize, administer, and proctor licensure examinations.
Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
Apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.
Liaise between supervisor and internal and external sources on key matters.
Interpret and implement the policies and decisions of superiors.
Represent supervisor/program at public meetings, including explaining organizational, program, and/or project goals.
Attend board/committee meetings to provide secretarial services.