Office Associate II - Maine State Prison, Warren.

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The Department of Corrections is accepting applications for an Office Associate II position at the Maine State Prison in Warren, Maine. This position is open to current Maine DOC employees and all outside applicants.

This position provides office and administrative support to Maine State Prison. 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. Work is performed under general supervision.

• Comply 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.

• Create and use varied correspondence formats and compose standard business correspondence.

• Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form.

• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.

• Post to, amend, and/or update web pages using established content and knowledge of modern office software.

• Examine documents/information, determine facts, detect errors and irregularities, and act as authorized

• Receives, signs for, and delivers accountable mail (express, registered, certified, and insured) to maintain accountability and control.

• Collects, packs, and labels printed materials to prepare materials for delivery.

• Inputs, arranges, codes, transcribes, corrects, and/or posts standard forms and free-form data for data entry.

• Organizes, records, and maintains computerized and/or manual files.

• Query for data via telephone, computer, and/or written/oral communication.

• Explain, inform, and/or initiate calls on routine matters.

• Refer non-routine inquiries to appropriate resource.

• May lead the work and provide guidance to co-workers on a project or intermittent basis to improve worker skills and maintain flow of work.

• Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work.

• Knowledge of information distribution using the internet.

• Knowledge of the principles and practices of informational presentations.

• An 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.

• Knowledge of customer service methods and techniques.

• Ability to communicate effectively with customers.

• Ability to determine facts, detect errors and resolve problems.

• Ability to follow oral and written instructions.

• Ability to establish and maintain effective working relationships.

• Ability to recommend and provide input on procedures and work methods.

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.

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