Office Specialist II - Anticipated Vacancy

State of Maine • Augusta, ME

1d • $20 - $29 • Hybrid

About The Position

The Office Specialist II will be located at 109 Capitol St, Augusta. There is a possibility of remote work as well. This position is responsible for answering phone calls and emails for the Maine State Board of Optometry, processing complaints, maintaining and administering licenses, examinations, working as a liaison for the Maine State Board of Optometry, and supporting the Board with administrative tasks. Responsibilities also include coordinating Board meetings and agendas and publishing updates on the website. This is advanced office and administrative work providing support to the coordination, implementation, and oversight having a broad scope of diverse functions. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters. Work is performed under limited supervision.

Requirements

• Proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse.
• Ability to use independent judgment, initiative, and decision making on complex administrative matters.
• Competency in administrative support work.
• Knowledge of the principles of organization.
• Knowledge of the principles of office management.
• Knowledge of bookkeeping principles and practices.
• Knowledge of Microsoft Office Suite, including Word, Excel & Outlook.
• Ability to work independently and multitask.
• 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 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.
• 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

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

Responsibilities

• Answer phones, take and route messages, resolve administrative issues.
• Track complaints, schedule for complaint meetings and present complaints to Board for resolution.
• Coordinate accounting and general operating activities; and assemble financial statements and procure supplies.
• Review, evaluate, and provide recommendations on program policies, procedures, and rules.
• Administer and grade licensing exams and process applications for licensure.
• Assist with rulemaking process, filings, and associated workflow.
• Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
• Liaise between Board of Optometry members lines and internal and external sources on key matters.
• Preparation for and execution of Board Meetings, including meeting postings and development of draft meeting agendas and summaries.
• Represent program at public meetings, including explaining organizational, program, and/or project goals.
• Attend board/committee meetings to provide administrative services.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage (State pays 85%-100% of employee-only premiums)
• Health Insurance Premium Credit (Participation decreases employee-only premiums by 5%)
• Dental Insurance (State pays 100% of employee-only dental premiums)
• Retirement Plan (Maine Public Employees Retirement System - MainePERS)
• 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