Administrative Support Specialist

4 weeks ago

Augusta, Maine, United States State of Maine, Bureau of Human Resources Full time

Job Summary:

This position provides advanced administrative support responsibilities at the statewide level for the Division of Leased Space. The successful candidate will conduct research, prepare documents, process invoices, communicate with lessees and lessors, and develop and maintain the Division's website.

Key Responsibilities:

  • Administering all service contracts, including making decisions about renewing or extending leases and determining the appropriate procurement policies.
  • Communicating with tenant agencies and triaging their issues to provide timely and appropriate levels of response.
  • Managing invoices and allocating to appropriate accounts.
  • Managing workflow priorities as relates to processing information into the new ProLease tracking system.

Requirements:

  • Ability to effectively plan and adjust work schedule to meet planned and unexpected change.
  • Ability to meet deadlines and timely responses as needed.
  • Ability to accurately track data and financial information to report to Division Director and senior management.
  • Ability to use discretion and personal judgment in dispensing sensitive information.
  • Ability to use latest technology for the purposes of information and data gathering, processing, and communication.
  • Ability to communicate effectively.
  • Ability to compose, review, and edit complex and/or technical business correspondence.
  • Ability to effectively present information to individuals/groups.
  • Ability to represent the Division at internal and external meetings.
  • 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 administer and/or oversee scheduling systems.
  • Knowledge of State Leasing statutes and rules.
  • Knowledge of computer software and hardware systems necessary for completion of responsibilities.
  • Knowledge of State of Maine rulemaking processes and procedures.
  • Knowledge of rules and regulations as they pertain to the Division of Leased Space.
  • Knowledge of policies and procedures related to Leased Space.
  • Knowledge of Procurement policies and procedures.
  • Knowledge of RFP, RFQ & RFI processes and procedures.
  • Knowledge of Microsoft Office 360.
  • Knowledge of Advantage.

Preferred Qualifications:

  • Training, education, or experience in administrative support work that demonstrates 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.
  • The ability to use independent judgment, initiative, and decision making on complex administrative matters.

Benefits of Working for the State of Maine:

The State of Maine offers a valuable total compensation package, including work-life fit, health insurance coverage, dental insurance, retirement plan, and extensive and highly competitive benefits package.

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