Office Associate II - Augusta

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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This position is in the Property Tax Division of Maine Revenue Services.  The position will provide office and administrative support work performing complex, varied office support tasks often requiring the operation of technical office equipment.   Responsibilities require independent judgment, initiative and discretion to make determinations on varied matters, ensuring appropriate actions and processes are followed in accordance with standard procedures.   Effective communication skills, attention to detail and accuracy will be necessary.

KEY RESPONSIBILITIES:

• Answer phone calls and emails and determine customer needs.
• Advise others requesting technical assistance.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Develop standard work procedures within established guidelines.
• Examine documents/information, determine facts, detect errors and irregularities, and act as authorized.
• 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.
• Create and use varied correspondence formats and compose standard business correspondence.
• Perform routine, clerical duties such as creating letters, handling and researching return mail, and reviewing documents to respond to requests. 
• Collect, count, reconcile and/or deposit fees in accordance with set procedures.
• The position requires attention to detail and excellent customer service skills.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Ability to use discretion and judgment in dispensing information
• Ability to initiate, coordinate, implement, and evaluate administrative activities
• Ability to maintain confidentiality
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to effectively resolve problems.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• Ability to create and use varied correspondence formats and compose standard business correspondence.
• Ability to prepare standard reports and to develop and use computerized formats and/or graphics.
• Ability to perform basic secretarial duties.
• Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
• Knowledge of customer service methods and techniques and the ability to communicate effectively both orally and in writing. 
• Knowledge of modern office software.

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.

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: For more information or questions specific to the position, please contact recruiting.ggsc@maine.gov

All job candidates applying for Maine Revenue Services’ positions will be subject to a tax clearance check.  To be selected for a position, all returns must be filed, and tax liabilities must be paid in full.  The results of the tax clearance check will be documented as part of the selection process. 

For all candidates not currently employed at Maine Revenue Services: State law requires that applicants seeking initial employment with Maine Revenue Services undergo a fingerprint based state and federal criminal history record check.

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.