Office Specialist II / Corporations, Elections & Commissions

State of Maine • Augusta, ME

2d • Onsite

About The Position

This position provides advanced administrative service work in support of the Divisions of Elections Administration, Audits and Training. This role blends an important public facing component with other responsibilities requiring independent judgment, initiative, and decision-making on complex administrative matters. Proficient knowledge of modern office practices is required. The hours of this position are Monday through Friday, from 8 a.m. to 5 p.m. in office (not remote) and periodic overtime during peak election and petition certification times.

Requirements

• Adaptability: Adjust quickly to new procedures, policies, and technologies as agency needs evolve.
• Attention to Detail: A focus on accuracy and thoroughness in completing tasks including the ability to compose, review, proof, and accurately edit Division materials.
• Clear Communication: Strong verbal and written communication skills.
• Problem-Solving: Utilize critical thinking skills to Identify and resolve issues efficiently.
• Professionalism: Commitment to non-political, bias-free work that ensures trust, transparency, and fair election administration. Strict adherence to nonpartisanship is required for this position by state law. Professionally represent the organization in the workplace and with all public facing interactions.
• Customer Service Excellence: Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
• Team Collaboration: Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.
• Emotional Intelligence: Empathetic, self-aware, and able to manage high-stress interactions with tact.
• Conflict Resolution: Handle difficult or emotional customer situations with patience and effectiveness.
• Time Management: Prioritize tasks and complete assignments accurately and on time.
• Commitment to Excellence: Dedication to high-quality work, accuracy, and upholding public trust.
• Continuous Improvement: A mindset focused on improving processes, learning new skills, and supporting team development.
• Training, education, or experience in administrative support work that demonstrate 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.
• Applicants must be authorized to work in the United States.
• Successful candidates will be required to complete an I-9 form upon hire.
• The successful candidate must pass a National Criminal Background check.

Nice To Haves

• Experience or demonstrated ability in public service.
• Ability to conduct research, gather information and analyze results to reach a conclusion and/or make recommendations.
• Knowledge of or the ability to learn computer systems including the central voter registration system.
• Strong written and oral communications skills.
• Strong attention to detail.
• Experience and comfort working in teams.
• Experience with election administration.
• Demonstrated Excel Competency

Responsibilities

• Compose, edit, and respond to requests for information from members of the public, election officials, and other state and municipal officials on behalf of the management team.
• Act as key administrative support for the Divisions of Election Administration, Audits and Training including front desk and phone coverage.
• Receive and review filings from municipal election officials to ensure compliance with proper procedures; following up with officials to resolve issues and determine that correct information is received.
• Assist with procedural review audits, such as securing accessible voting places and maintaining municipal official training records.
• Proof data for accuracy, including ballot content, candidate and citizen initiative petitions, Returns of Votes Cast, and voter records in the Central Voter Registration (CVR) system.
• Procure supplies for the Division staff.
• Locate and secure appropriate venues for training sessions or audit work and coordinate travel arrangements.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Personal leave for overtime-exempt employees
• 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.
• Dental Insurance: The State of Maine pays 100% of employee-only dental premiums ($387.62 annual value).
• Retirement Plan: The State contributes the equivalent of 18.91% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

What This Job Offers

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