Office Specialist II

Location: Augusta,Maine,United States

Bureau of General Services

Office Specialist II 

Opening Date: March 17, 2025

Closing Date: March 31, 2025

Job Class Code: 6550
Grade: 19
Salary: $20.23 – $29.14/Hourly  
Position Number: 004501391

The Bureau of General Services (BGS) has extensive responsibilities over maintenance, renovation and construction of State facilities, leased space, real estate, leases, procurement, and central services. 

JOB DESCRIPTION:

This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions.  This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs.  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.

PRIMARY RESPONSIBILITIES INCUDE:

• 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.
• Coordinate accounting and general operating activities; and assemble various reports, evaluate work operations, and procure supplies.
• Support Division of Planning, Design, and Construction staff by preparing, coding, and entering contracts, amendments, supplemental agreements, change orders and the like; entering them into Advantage; and entering them into docusign.
• 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.
• 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. This position organizes the Capitol Planning Commission (CPC) meetings by working with the Chair of the CPC to create agendas, receive applications, notify applicants of CPC decisions, and distribute materials to Commissioner members.
• Perform standard office duties to support the Bureau of General Services.
• Create, proof, and / or enter contract documents into the state accounting system.
• Prepare invoices for submission to the General Government Service Center for payment.
• Other duties as assigned.

KNOWLEDGES, 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.
• 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 initiate, coordinate, implement, and evaluate administrative activities.
• Ability to review proposed/enacted laws for appropriateness and feasibility, and to identify problems.
• 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.

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, an