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Office Specialist II

State of Maine

Augusta, Maine

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JOB DETAILS
SALARY
$20.23–$29.14 Per Hour
SKILLS
Accounting, Administrative Policies, Administrative Procedures, Administrative Skills, Analysis Skills, Board Meeting, Customer Support/Service, Detail Oriented, Documentation, Establish Priorities, Expense Reports, Federal Grants, Financial Analysis, Financial Statements, Grant Writing, Human Resources, Information/Data Security (InfoSec), Licensing, Office Management, Operational Audit, Operations Processes, Policy Implementation, Public Administration, Purchasing/Procurement, Quality Assurance, Research Grants, Security Protocols, Writing Skills
LOCATION
Augusta, Maine
POSTED
25 days ago
If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State's career page and indicate on the application that they have previously worked for the State.
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Maine Commission on Public Defense Services

Opening Date: June 15, 2026

Closing Date: June 30, 2026

Grade/ Admin Unit: 19 / Administrative Services
Salary: $20.23 - $29.14/ Hourly

Position Number: 146000054

Location: Augusta

Telework: None

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

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, 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 documenting requests, making purchases, obtaining credentials for attorneys and staff to use various platforms, assisting with administrative rulemaking processes, and other administrative tasks.

KEY RESPONSIBILITIES:
  • 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.
  • Independently compose, review, edit, and/or approve correspondence.
  • Coordinate accounting and general operating activities, and assemble financial statements, evaluate work operations, and procure supplies.
  • Educate public regarding Administrative Procedures Act; and assist with rule making process, filings, and associated workflow.
  • Research federal grant programs, prepare applications, interpret and administer program requirements, and prepare the financial statements and expenditure reports.
  • Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
  • Liase between supervisor and internal and external sources on key matters.
  • Interpret and implement the policies and decisions of superiors. 9. Attend board/committee meetings to provide secretarial services.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
  • The position requires excellent reading, writing, and analytical skills.
  • The position also requires having the knowledge of the principles of office management
  • The ability to compose, review, and edit complex correspondence
  • The ability to use discretion and judgment in dispensing information
  • The ability to initiate, coordinate, implement, and evaluate administrative activities
  • The ability to maintain confidentiality
  • The ability to establish operational priorities, procedures, and quality assurance mechanism.
  • The position requires an attention to detail and excellent customer service skills.

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: (if applicable)

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

APPLICATION INSTRUCTIONS:

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.

CONTACT INFORMATION:

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State of Maine