Office Specialist II

State of Maine • Gardiner, ME

5d • Onsite

About The Position

Every professional license issued, every public board meeting held, and every regulatory decision made helps protect the health, safety, and well-being of Maine people. At the Office of Professional and Occupational Regulation (OPOR), we support the licensing boards and regulatory programs that help ensure Maine Professionals meet the standards that protect the public. As an Office Specialist II, your work will directly support professional licensing boards, and regulatory operations that help protect the health, safety, and well-being of Maine people. You'll be part of a collaborative team responsible for coordinating licensing activities, supporting public meetings, maintaining official records, assisting customers, and ensuring regulatory processes move efficiently and accurately.

Requirements

• 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.

Nice To Haves

• Plan, prioritize, and coordinate multiple projects while adapting to changing business needs.
• Coordinate meetings, licensing activities, and other operational functions with accuracy and attention to detail.
• Represent the agency professionally and build productive working relationships with colleagues, board members, licensees, applicants and other stakeholders.
• Exercise discretion and sound judgment when handling confidential or sensitive information and responding to inquiries.
• Research, interpret, and apply laws, regulations, policies, and procedures to routine and complex situations.
• Analyze information, identify issues, and make thoughtful recommendations.
• Ability to understand and promote management goals as they affect day-to- day and long-term operations.
• Ability to effectively represent the organization at internal and external meetings.

Responsibilities

• Coordinate professional licensing activities, including evaluation applications, verify required credentials, processes licensure applications and documentation, and maintains official records.
• Research and interpret statues, rules, regulations, and agency policies to answer questions and resolve complex situations.
• Assesses education and training programs; validates continuing professional education reporting to ensure compliance with applicable licensing requirements, board rules, and regulations.
• Analyze unique or complex situations and help applicants, licensees, and stakeholders understand how laws, rules, and agency policies navigate regulatory processes.
• Coordinate board and committee meetings by preparing agendas, assembling meeting materials, recording official minutes, and maintaining public records.
• Serve as a liaison among agency leadership, board members, licensees, partner organizations, and the public.
• Represent the agency at meetings and public events by sharing information about agency programs and initiatives.
• Prepares and schedules activities related to adjudicatory hearings; may participate or testify in administrative proceedings as required.
• Provides technical and systems assistance to licensees, applicants, board members, staff, regulatory officials, attorneys and the public.
• Identify opportunities to streamline processes, improve customer service, and recommend new approaches that make agency operations more efficient and responsive.
• Research issues, evaluate information, and prepare recommendations that support informed decision-making.
• Assist with budgets, purchasing, financial reporting, and other administrative operations.
• Track complaints and inquiries, organize information, and help ensure issues are routed appropriately for review, investigation, and resolution.
• Protect confidential information and ensure compliance with state policies related to information security, human resources protocols, records management, and privacy.
• Provide professional, responsive customer service while building positive relationships with internal and external stakeholders.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums
• Health Insurance Premium Credit
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums
• Retirement Plan – The State of Maine contributes 14.06% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
• Gym Membership Reimbursement – up to $40 per month
• Health and Dependent Care Flexible Spending Accounts
• Public Service Student Loan Forgiveness
• Living Resources Program – employee assistance program
• Parental leave – forty-two (42) consecutive calendar days of fully paid parental leave
• Voluntary Deferred Compensation – MaineSaves 457(b) account

What This Job Offers

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