Office Associate II - Anticipated Vacancy

Location: Augusta,Maine,United States

Department of Public Safety - Maine State Police Crime Laboratory

Job Class Code: 6542
Grade: 13 (Administrative Services)
Salary: $17.69 - $25.47/Hour *Salary Includes 2.25% Stipend
Location: Northern Field Troop, Bangor, ME

Opening Date: August 14, 2025

Closing Date:  August 28, 2025

The State Police Crime Lab must have office support to continue day to day operations.  The Lab’s OAII is the point person for maintaining inventory, purchasing accredited supplies, reconciling state and grant funded expenditures, developing spreadsheets to document contracts, expenses, fixed assets, developing Purchase Orders in Advantage Maine, coordinating travel to conferences/training for lab staff, and distributing case discoverable reports and other materials.  

Primary responsibilities include:  

• Creates excel spreadsheets and formulas to track contract and grant expenditures
• Creates and maintains fixed asset inventories records
• Processes all out of state travel for lab staff including meals, lodging and per diem costs
• Monitors and reconciles lab accounts, funds, expenditures, and perform calculations for reports
• Processes and codes lab purchases and organizes quotes and invoices distinguishing lab expenses vs. grant expenses
• Performs routine secretarial duties including development of records, archiving, work schedules
• Compiles and distributes the lab weekly report
• Assists Lab Director with organizing various grant budget proposals and calculating STACAP
• Processes and enters necessary information to Advantage-ME

Skills or knowledge required:

• Knowledge of computer programs to create graphs, illustrations, and publication work
• Knowledge of Excel and creating spreadsheets and calculations
• Ability to create and use varied correspondence formats and compose business correspondence
• Perform secretarial duties
• Determine facts, detect errors and irregularities and take appropriate action in accordance with established procedures
• Exercise good judgment in appraising situations impacting the lab and make recommendations to ameliorate the situation
• Possess strong inter-personnel skills and provide leadership within the scope of OAII duties and responsibilities
• Ability to engage in teamwork to accomplish Lab mission and goals

Minimum qualifications:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.  All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

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.

Preferences include: 

• Proficiency with Excel
• Proficiency with Advantage-ME
• Proficiency with Crystal Reports
• Basic understanding of grant processes
• Basic understanding of court discovery process
  

Contact information:

Questions about this position should be directed to Lt. Michael Zabarsky, Director, Maine State Police Crime Laboratory, 207-624-7100

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 determine if you meet the minimum qualifications for any posting, you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period.  Any experience that was not full-time employment should be identified as such. 

If you require a paper application, please download and print one here https://www.maine.gov/bhr/state-jobs/application-process or contact our office at 207