Office Specialist II - Maine EMS

State of Maine•Augusta, ME

7d•$20 - $29

About The Position

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State. . Department of Public Safety - Office of Maine Emergency Services Job Class Code: 6550 Grade: 19 – Administrative Salary: $20.23-$29.14/hr. Location: Augusta, ME Opening Date: April 3, 2026 Closing Date: April 21, 2026 Are you interested in providing administrative support for Maines’ Emergency Medical Services? Join a dedicated team of professionals in the Office of Maine EMS. Maine EMS is seeking an Office Specialist II. The Office of Maine EMS is located within the Maine Department of Public Safety. This position is responsible for answering phone calls and emails for Maine EMS, resolving administrative tickets in the automated help desk cue, maintaining and administering contracts and agreements, working as a liaison to the Maine EMS Board, and supporting the Maine EMS Director with administrative tasks. Responsibilities also include coordinating staff meetings and agendas and publishing a regular monthly newsletter for the Office. This is advanced office and administrative work providing support to the coordination, implementation, and oversight for the office of Maine EMS having broad scope or diverse functions. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters. Work is performed under limited supervision.

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.
Ability to develop budgets and work programs.
Ability to initiate, coordinate, implement, and evaluate administrative activities.
Ability to assess need for capital expenditure 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 changes.
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.

Nice To Haves

2 or more years’ experience in a similar role
An associate’s degree in public administration, or other professional degrees or relevant certifications for Office Administration
Working knowledge of Maine EMS system

Responsibilities

Comply 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.
Answer phones, take and route messages, resolve administrative issues in automated ticket cue.
Independently compose, review, edit, and/or approve correspondence.
Track contracts and agreements, schedule for amendments or new agreements as necessary
Coordinate accounting and general operating activities; and assemble financial statements and procure supplies.
Review, evaluate, and provide recommendations on program policies, procedures, and rules
Assist with rulemaking process, filings, and associated workflow.
Assist with department grant programs, prepare applications, assist with financial statements and expenditure reports.
Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
Liaise between Maine EMS service lines and internal and external sources on key matters.
Represent program at public meetings, including explaining organizational, program, and/or project goals.
Attend board/committee meetings to provide secretarial services.

Benefits

Work-Life Fit – 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%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.
Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value).
Retirement Plan – The State contributes the equivalent of 14.11% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS) for MSEA, or 18.91% for Confidential employees.
State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

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