Office Specialist II

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Department of Education

Opening Date: December 17, 2025

Closing Date: January 5, 2026

Grade: 20 Confidential

Salary: $22.63 - $32.54/per hour

Position Number: 014006006

Position Type: Full-Time

Location: Augusta

JOB DESCRIPTION:

This position provides advanced administrative support responsibilities at the statewide levelfor the State Board of Education. This position provides assistance to the eleven members of the State Board of Education as they carry out their duties and responsibilities. The position conducts research and prepares documents for sensitive issues such as student transfer appeal requests, written correspondence, preparing materials for presentations and meetings of the full Board and sub-committees. This position develops and maintains the State Board's website, annual meeting calendar, and prepares all travel arrangements for Board members. This position attends all Board meetings and subcommittee meeting, prepares agendas for the meetings and types up minutes of each meeting to be approved by the Board. This position resides within the Maine Department of Education. Work is performed under limited supervision.

REPRESENTATIVE TASKS:

• 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.
• Develop budgets, work programs, and cost analyses.
• Coordinate accounting and general operating activities; and assemble financial statements, evaluate work operations, and procure supplies.
• Review, evaluate, and provide recommendations on program policies, procedures, rules, regulations, and legislative documents.
• Write and submit legislative proposals to amend applicable statutes, rules, and regulations.
• Educate the public regarding the Administrative Procedures Act; and assist with rulemaking process, filings, and associated work flow.
• Research federal grant programs, prepare applications, interpret and administer program requirements, and prepare the financial statements and expenditure reports.
• Recommend capital expenditures and disbursements for grant funds.
• Docket and summarize customer complaints, initiate investigations, and present information to superiors.
• Plan, organize, administer, and proctor licensure examinations.
• 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.
• Liaise between supervisor and internal and external sources on key matters.
• 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.

KNOWLEDGES, SKILLS, AND ABILITIES:

• 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.
• Knowledge of federal grant 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 develop budgets and work programs.
• Ability to initiate, coordinate, implement, and evaluate administrative activities.
• Ability to assess need for capital expenditures and make recommendations.
• Ability to review proposed/enacted laws for appropriateness and feasibility, and to identify problems.
• Ability to plan, organize, administer and proctor licensure examinations.
• 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.

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, Office Associate II and Office Specialist I.

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.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS:

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

CONTACT INFORMATION: For more information or questions specific to the position, please contact recruiting.ggsc@maine.gov

The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.

This position is not eligible for visa sponsorship or STEM OPT extensions.

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 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 18.91% 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 fathers and adoptive parents-receive forty-two (42) consecutive calendar days 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.

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 experience and passion set you apart.

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