Office Specialist II

Maine Commission on Public Defense Services

Office Specialist II

Opening Date: December 11, 2025

Closing Date: January 5, 2025

Job Class Code: 6550
Grade: 19
Salary: $20.23- $29.14/Hourly  

Position Number:

Location: Augusta

OVERVIEW:

The Maine Commission on Public Defense Services is seeking to fill one (1) Office Specialist II position in its central office based in Augusta. PDS is an independent commission whose purpose is to provide high-quality, effective, and efficient representation to indigent citizens who are entitled to counsel at state expense. The ability to telework at times is available.

JOB DESCRIPTION:

The position provides administrative support to other central office staff to assist in meeting operational productions, and/or processing needs. The position will primarily be responsible for reviewing and processing invoices, assisting with administrative rulemaking processes, and other administrative tasks.

This is advanced office and administrative work providing support to the coordination, implementation, and oversight of a statewide administrative or procedural program having broad scope or diverse functions.  Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters.

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. Liaise between supervisor and internal and external sources. Interpret and implement the policies and decisions of superiors. Attend board/committee meetings to provide secretarial services.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• 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.

Preference will be given to candidates with experience in basic accounting (reviewing and paying invoices) and customer service. 

APPLICATION INSTRUCTIONS:

Please submit a cover letter along with a current resume. Please include month and year for dates of employment and education.

CONTACT INFORMATION: For more information or questions specific to the position, please contact Darcy Fisher, ,

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 14.11% 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.

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

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If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.