Office Specialist I - Anticipated Vacancy

Location: Augusta,Maine,United States

Department of Defense, Veterans & Emergency Management 

Job Class Code: 6546
Grade: 16/Administrative Services
Salary: $18.76-$27.03/Hour
Location: Augusta - Camp Keyes

Opening Date: November 20, 2024

Closing Date:  December 6, 2024

The Maine Bureau of Veterans’ Services is excited to hire an Office Specialist I with our Central Office in Augusta at Camp Keyes. This is a front office position within our Central Office with the following duties: Responsibilities include conducting initial interviews to determine the nature of benefits sought by the veteran and/or family member, providing scheduling appointments for senior staff and veterans services officers, making determinations on eligibility for state programs such as Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License program, and establish eligibility for Veterans Dependent Education Benefits (VDEB) program among other services. This position represents MBVS at outreach events and will require occasional travel. Additionally, this position provides phone coverage to various field and cemetery offices as needed. This position is responsible for performing a variety of complex modern office tasks, as well as the use of client management software that requires independent judgment and action, including making frequent decisions following department policy and procedures.

Primary responsibilities include:  

• Employees of this class are expected to carry out assignments with minimal supervisory assistance:
• Primary for the Veterans Dependent Education Benefit for program management, liaison between the Bureau and the Maine College System, and determine dependent eligible
• Primary for Central Office front desk, including greeting the public, answering phones, interacting with other agencies within Camp Keyes, and processing mail
• Determine eligible and issue certificates or licenses for Bureau programs such as Honorable Service Veteran Recognition, Veterans State Park and Museum Pass, and Disabled Veterans Hunting and Fishing License program
• Manage schedules for the Central Office, such as the Central Office Conference Room, the Bureau Director, or other Senior Staff as needed
• Document all customer interactions with the Bureau’s client management software.
• Draft and proof business correspondence
• Maintains and orders quarterly office supplies

Skills or knowledge required:

• Knowledge of human resources practices and employee benefits.
• Knowledge of the principles, practices, and equipment related to data input and output quality control
• 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 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

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: (These must be met by all employees prior to attaining permanent status in this class.) 

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

Contact information:

Questions about this position should be directed to Steven Lanning steven.d.lanning@maine.gov

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, and copies of any transcripts or certifications you wish to have considered while evaluating your application.  In order for us to properly dete