Office Specialist II

State of Maine•Augusta, ME

13d•Onsite

About The Position

This position is essential to both short- and long-term success of the certification team by providing advanced office and administrative support to both the agency and public. This position provides support to the coordination, implementation, and oversight of the certification team having a broad scope of diverse responsibilities. Proficient knowledge of modern office practices and office equipment is necessary to perform diverse administrative functions that include exercising independent judgement, initiative, and discretion regarding guidance for the public via emails and phones calls and the processing of applications leading to authorizations and certification, including the most complex endorsements. The ability to apply explanation and interpretation of applicable rules, regulations, and policies to non-routine applicants during the processing period is a critical distinguishing characteristic of position as well as the ability to develop budgets, perform accounting and assemble financial statements. This position is also responsible for daily reconciliation of certification records and the review and resolution of discrepancy reports to ensure the accuracy and integrity of certification data and financial records. This position complies with statutory and regulatory governance related to the credentialing of education personnel in the State of Maine as well as requirements of State polices, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.

Requirements

Proficient knowledge of modern office practices and office equipment.
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.
Ability to use independent judgment, initiative, and decision making on complex administrative matters.
Knowledge of principles of office management.
Knowledge of State of Maine rulemaking processes and procedures.
Ability to compose, review, and edit complex business correspondence.
Ability to review proposed/enacted law and rule for appropriateness and feasibility, and to identify problems.
Ability to analyze solutions, reach logical conclusions, and make sound recommendations.
Ability to apply 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 represent the organization at internal and external meetings.
Ability to effectively plan and adjust work operations to meet planned and unexpected change.

Nice To Haves

A bachelor’s degree in accounting or education.

Responsibilities

Providing advanced office and administrative support to both the agency and public.
Supporting the coordination, implementation, and oversight of the certification team.
Exercising independent judgment, initiative, and discretion regarding guidance for the public via emails and phone calls.
Processing applications leading to authorizations and certification, including the most complex endorsements.
Applying explanation and interpretation of applicable rules, regulations, and policies to non-routine applicants.
Developing budgets, performing accounting, and assembling financial statements.
Daily reconciliation of certification records.
Review and resolution of discrepancy reports to ensure the accuracy and integrity of certification data and financial records.
Complying with statutory and regulatory governance related to the credentialing of education personnel in the State of Maine.
Adhering to requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
Processing all initial and renewal applications.