State of Maine
Bureau of General Services
Office Specialist II
Opening Date: March 17, 2025 Closing Date: March 31, 2025
Job Class Code: 6550
Grade: 19
Salary: $20.23 - $29.14/Hourly
Position Number: 004501391
The Bureau of General Services (BGS) has extensive responsibilities over maintenance, renovation and construction of State facilities, leased space, real estate, leases, procurement, and central services.
JOB DESCRIPTION:
This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is advanced office and administrative work providing support to the coordination, implementation, and oversight of a statewide administrative or procedural program having broad scope or diverse functions. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters.
PRIMARY RESPONSIBILITIES INCUDE : Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes. Independently compose, review, edit, and/or approve correspondence. Coordinate accounting and general operating activities; and assemble various reports, evaluate work operations, and procure supplies. Support Division of Planning, Design, and Construction staff by preparing, coding, and entering contracts, amendments, supplemental agreements, change orders and the like; entering them into Advantage; and entering them into docusign. Develop and recommend new work methods and administrative policies/procedures to improve existing work practices. Apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies. Interpret and implement the policies and decisions of superiors. Represent supervisor/program at public meetings, including explaining organizational, program, and/or project goals. Attend board/committee meetings to provide secretarial services. This position organizes the Capitol Planning Commission (CPC) meetings by working with the Chair of the CPC to create agendas, receive applications, notify applicants of CPC decisions, and distribute materials to Commissioner members. Perform standard office duties to support the Bureau of General Services. Create, proof, and / or enter contract documents into the state accounting system. Prepare invoices for submission to the General Government Service Center for payment. Other duties as assigned. KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:
Knowledge of the principles of organization. Knowledge of the principles of office management. Knowledge of bookkeeping principles and practices. Knowledge of State of Maine rulemaking processes and procedures. Ability to compose, review, and edit complex and/or technical business correspondence. Ability to use discretion and judgment in dispensing information. Knowledge of budgetary procedures. Knowledge of basic investigative principles, practices, and techniques. Ability to initiate, coordinate, implement, and evaluate administrative activities. Ability to review proposed/enacted laws for appropriateness and feasibility, and to identify problems. 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 change. Ability to effectively represent the organization at internal and external meetings. MINIMUM QUALIFICATIONS
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.
Benefits of working for the State of Maine:
No matter where you work across Maine state government, you find employees who embody our state motto-"Dirigo" or "I lead"-as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:
Work-Life Fit - 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%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State. Dental Insurance - The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value). Retirement Plan - The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).
State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.
Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.
There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.
As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.
If you're looking for a great next step, and want to feel good about what you do, we'd love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.
Thinking about applying?
Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you're currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.
Office Specialist II
Opening Date: March 17, 2025 Closing Date: March 31, 2025
Job Class Code: 6550
Grade: 19
Salary: $20.23 - $29.14/Hourly
Position Number: 004501391
The Bureau of General Services (BGS) has extensive responsibilities over maintenance, renovation and construction of State facilities, leased space, real estate, leases, procurement, and central services.
JOB DESCRIPTION:
This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is advanced office and administrative work providing support to the coordination, implementation, and oversight of a statewide administrative or procedural program having broad scope or diverse functions. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters.
PRIMARY RESPONSIBILITIES INCUDE : Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes. Independently compose, review, edit, and/or approve correspondence. Coordinate accounting and general operating activities; and assemble various reports, evaluate work operations, and procure supplies. Support Division of Planning, Design, and Construction staff by preparing, coding, and entering contracts, amendments, supplemental agreements, change orders and the like; entering them into Advantage; and entering them into docusign. Develop and recommend new work methods and administrative policies/procedures to improve existing work practices. Apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies. Interpret and implement the policies and decisions of superiors. Represent supervisor/program at public meetings, including explaining organizational, program, and/or project goals. Attend board/committee meetings to provide secretarial services. This position organizes the Capitol Planning Commission (CPC) meetings by working with the Chair of the CPC to create agendas, receive applications, notify applicants of CPC decisions, and distribute materials to Commissioner members. Perform standard office duties to support the Bureau of General Services. Create, proof, and / or enter contract documents into the state accounting system. Prepare invoices for submission to the General Government Service Center for payment. Other duties as assigned. KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:
Knowledge of the principles of organization. Knowledge of the principles of office management. Knowledge of bookkeeping principles and practices. Knowledge of State of Maine rulemaking processes and procedures. Ability to compose, review, and edit complex and/or technical business correspondence. Ability to use discretion and judgment in dispensing information. Knowledge of budgetary procedures. Knowledge of basic investigative principles, practices, and techniques. Ability to initiate, coordinate, implement, and evaluate administrative activities. Ability to review proposed/enacted laws for appropriateness and feasibility, and to identify problems. 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 change. Ability to effectively represent the organization at internal and external meetings. MINIMUM QUALIFICATIONS
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.
Benefits of working for the State of Maine:
No matter where you work across Maine state government, you find employees who embody our state motto-"Dirigo" or "I lead"-as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:
Work-Life Fit - 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%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State. Dental Insurance - The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value). Retirement Plan - The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).
State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.
Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.
There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.
As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.
If you're looking for a great next step, and want to feel good about what you do, we'd love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.
Thinking about applying?
Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you're currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.