Office Specialist I

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-Anticipated Vacancy-

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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• The day usually begins with a systems and workflow check. You review multiple workflow monitoring tools to see how Mail Processing and Research Unit work is moving and whether service level metrics are at risk. You compile and report prior-day output, current-day input, and any anomalies, providing the Business Manager with a clear operational snapshot. Based on what the data shows, you reset priorities as needed—redirecting attention, flagging risks, or shifting focus to bottlenecks so the unit stays aligned with overall service goals. This phase is analytical and fast-moving, with a strong emphasis on judgment and situational awareness.

• As the day unfolds, attention turns to exceptions and failures. You research system problem batches that didn’t process automatically, tracing issues across TRIPS and other MRS systems. This can involve moving scanning cages, reviewing images, and conducting manual searches through scanned paper files to locate original tax documents for reprocessing. You coordinate closely with Operations Processing staff and MaineIT technical teams, following escalation procedures and testing solutions until resolution is confirmed. This part of the day is investigative and hands-on, requiring persistence, technical fluency, and a strong understanding of tax rules and processing workflows.

• Later in the day, the work often shifts toward capacity building and improvement. You train state and contract staff on TRIPS keying modules, mail handling, and imaging procedures, providing real-time feedback to both staff and supervisors. These interactions help prevent future errors and improve overall data accuracy. You also assess unit needs more broadly—identifying gaps, recommending improvements, and drafting or updating unit manuals and procedures to better support work goals. This is where operational insight turns into documented guidance.

• The final stretch focuses on sustainability and readiness. You review inventory levels—both electronic and physical—across multiple Operations Processing units to ensure supplies, forms, and equipment won’t disrupt processing. Outstanding issues from earlier in the day are followed up on, and metrics are updated so leadership has an accurate end-of-day picture.

• Morning: Monitor workflows, report metrics, reset priorities
• Midday: Investigate failures and coordinate technical resolutions
• Afternoon: Train staff and implement process improvements
• End of day: Manage inventory and ensure operational continuity

The day requires constant situational judgment, frequent switching between analysis and action, and a steady focus on keeping mail processing accurate, compliant, and on pace with MRS service level expectations.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:
Knowledge of payroll principles, procedures, and techniques; and automated payroll systems and procedures. Knowledge of human resources practices and employee benefits. Knowledge of the principles, practices, and equipment related to quality control of data input and output. Knowledge of the laws and practices related to the title and ownership of motor vehicle titles. Ability to develop and change web pages using established content. Ability to verify, code, compute, and/or reconcile data on standard documents. Ability to conduct research, gather information, and analyze results to reach a conclusion Ability to oversee and maintain inventory/supplies. Ability to review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance. Ability to examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership. Ability to write clear and comprehensive reports. Ability to develop and recommend new work methods and administrative policies/procedures. Ability to understand and promote management goals as they affect day-to-day operations. Ability to repair, service, clean and/or maintain issued materials. Representative Tasks & KSA’s are cumulative across the Office & Administrative Support Job Family. All positions in this classification assume the Distinguishing Characteristics & KSA’s of: Office Assistant I, Office Assistant II, Office Associate I, and Office Associate II.

MINIMUM QUALIFICATIONS:
Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, and 2) the ability to use independent judgment, initiative, and discretion to make determinations on varied matters. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, Office Associate I and Office Associate II.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS:
Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

Please submit a cover letter along with a current resume and three (3) professional references. 

In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes the month and year for any relevant experience listed. Your resume should include the duties and responsibilities associated with each position. Any experience that was not full-time employment should be identified as such.