Public Service Coordinator I - FOAA and Appeals Coordinator

State of Maine•Augusta, ME

1d•Hybrid

About The Position

This Public Service Coordinator I (FOAA and Appeal Coordinator) ensures compliance with legal obligations, improves operational efficiency, and upholds the public's right to transparent and accountable government. As a FOAA Coordinator, this position will ensure proper receipt, tracking, and timely response to all FOAA requests as mandated by state and federal FOAA laws, will consistently apply legal exemptions and redactions, and maintain detailed records for auditing and reporting purposes. As an Appeal Coordinator, this position will ensure that each appeal is addressed in a consistent, unbiased, and timely manner, upholding the integrity of the procurement process. This position will also act as the designated Records Officer for the Office of State Procurement Services.

Requirements

Good understanding of applicable State statutes and rules
Ability to uphold strict confidentiality
Ability to work calmly under pressure
Ability to work independently and be self-motivated
Strong analytical skills, including: critical thinking, problem solving, research, decision making, attention to detail, logical reasoning.
Excellent written communication skills, including: clarity, grammar and spelling, structure and organization, audience awareness, research and accuracy, professional tone
Excellent oral communication skills, including: professional tone, audience awareness, clarity and conciseness
Exceptional organizational skills, including: tin1e management, prioritization, strategic planning, information management
Knowledge of public procurement processes and rules, including solicitations and contract management
Computer skills, including fluency in: MS Office (Word, Excel, SharePoint, Outlook), Adobe, DocuSign

Responsibilities

APPEALS & PROTEST PROCESS Publish and track waivers of competitive bidding
Track and monitor appeal and protest submission deadlines
Monitoring for, receive, and log all appeals or protests related to award decisions made under OSPS purview
Maintain tracking and filing of all appeals and protests
Coordinate with legal and subject matter experts to review appeal or protest
Communicate with appellant and stakeholders throughout the appeal or protest process
Draft and send notification and decision letters
Prepare reports and recommendations for leadership review
Ensure compliance with all relevant statute and policy deadlines
Maintain accurate internal appeals SOP documentation and recommend improvements
Establishing contracts for hearing officers to preside over our administrative appeal process in accordance with the recommendations of the Office of the Attorney General and our Assistant Attorney General.
The coordination of all events, communications, and documents in accordance with the direction of the hearing officer.
FOAA (Freedom of Access Act) & FOIA (Freedom of Information Act) PROCESS Serve a central point of contact for FOAAIFOIA process within OSPS
Maintain FOAA/FOIA tracking and filing
Review FOAA/FOIA request and determine appropriate action steps
Serve as the central point of contact for all FOAA/public records requests
Gather responsive records, and/or work with relevant departments and personnel to gather responsive records
Review records for responsiveness, exemptions, and necessary redactions.
Apply appropriate procedures, including coordinating with the AAG, for decisions related to confidentiality/redactions
Document all FOAA request activity, communications, and decisions made during the request process
Track deadlines to ensure statutory compliance for response times and appeals
Prepare ad hoc reports on FOAA request volume, response times, and outcomes
Maintain accurate internal FOAA SOP documentation and recommend improvements
RECORDS OFFICER Act as the designated Records Officer for OSPS
Conduct and convey records retention training for OSPS employees
Ensure compliance with State records policies
Maintain accurate internal records SOP documentation and recommend improvements

Benefits

Work-Life Balance – 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%-100% of employee-only premiums ($11,857.68-$13,950.24 annual value), depending on salary.
Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%.
Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
Retirement Plan – The State of Maine contributes 18.91% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
Health and Dependent Care Flexible Spending Accounts – Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program.
Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive forty-two (42) consecutive calendar days of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.