Office Associate II

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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 office and administrative support work performing complex, varied office support tasks often requiring established skill sets which include a solid knowledge of modern office practices and office equipment necessary to perform divergent clerical functions. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

• →Complies with the requirements of State policies, including those relating to security and confidentiality policies for state business purposes.
• →Create and use varied correspondence formats and compose standard business correspondence.
• →Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
• →Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized
• →Perform routine secretarial duties
• →Coordinate and assist with presenting at trainings for support staff
• →Write regular and/or periodic reports.
• →Track and/or monitor incoming referrals from the Workers’ Compensation Board Regional Offices, as well as incoming legal documents.
• →Receive and greet visitors and determine customer needs.
• →Assist with technical troubleshooting
• →Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• →Assist with developing standard work procedures within established guidelines.
  

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 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. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State. 
• →Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.
• →Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
• →Retirement Plan – The State of Maine contributes 14.06% 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. For more information, visit the Federal Student Aid office.
• →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 non-birthing and adoptive parents—receive six weeks 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.

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.

• Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work.
• Knowledge of information distribution through use of the internet.
• Knowledge of the principles and practices of informational presentations.
• Ability to create and use varied correspondence formats and compose standard business correspondence.
• Ability to prepare standard reports.
• Ability to develop and use computerized formats and/or graphics.
• Ability to perform basic secretarial duties.
• Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
• Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Ability to create basic graphics/illustration/publication work to produce informational materials.
• Ability to effectively present information to individuals/ groups.
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to effectively resolve problems.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• Ability to confer with supervisor on performance appraisals of work team members
  

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.  All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS:

 Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

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 experience and passion set you apart.

If you require a paper application, please download and print one HERE

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