Office Specialist II Supervisor

If you are a current State of Maine employee, you must complete your application through the internal application process (Find Jobs Report). Please apply using your PRISM account. If you are on Seasonal Leave and do not have access to PRISM, contact your local Human Resources representative for application information. Opening Date: November 13, 2025 Closing Date: 12:01 a.m. on December 1, 2025 Job Class Code: 6593 Grade: 22 - Confidential Salary: $ 49,233.60 - $ 70,824.00/Annually Position Number: 0166800011 Location: Augusta JOB DESCRIPTION: This is a confidential classification (positions in this job class are excluded from collective bargaining) 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 administrative services work in 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 and require proficient knowledge of modern office practices and office equipment necessary to perform diverse administrative functions. Supervisor positions are those responsible for supervising subordinates and conducting formal performance appraisals of one or more employees. REPRESENTATIVE TASKS: 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. Develop budgets, work programs, and cost analyses. Coordinate accounting and general operating activities; and assemble financial statements, evaluate work operations, and procure supplies. Review, evaluate, and provide recommendations on program policies, procedures, rules, regulations, and legislative documents. Write and submit legislative proposals to amend applicable statutes, rules, and regulations. Educate the public regarding the Administrative Procedures Act; and assist with rulemaking process, filings, and associated work flow. Research federal grant programs, prepare applications, interpret and administer program requirements, and prepare the financial statements and expenditure reports. Recommend capital expenditures and disbursements for grant funds. Docket and summarize customer complaints, initiate investigations, and present information to superiors. Plan, organize, administer, and proctor licensure examinations. 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. Liaise between supervisor and internal and external sources on key matters. 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. Implements and complies with human resource laws, policies, procedures, and practices, such as: AA/EEO, recruitment, employment, position classification, performance appraisals, training, discipline, contract administration, human resource components of security protocols of agency information security and confidentiality policies, and employee safety in order to ensure fair and equal treatment of personnel. Evaluate employee performance in accordance with State of Maine Performance Management and Appraisal System. Coach employees in meeting performance standards. Discuss employee complaints/grievances with employee and determine course of action in accordance with applicable policy. Initiate, recommend, and/or make hiring, disciplinary, and termination actions. Participate in interviewing, selecting, orienting, training, and instructing new employees. Plan, assign, instruct, review, and monitor the work of support staff. Set and adjust employee work schedule. Ensure and monitor employee occupational health and safety. Develop and recommend work methods and administrative policies/procedures to improve existing work practices. Oversee and monitor effective and efficient core operations of the operational unit(s). Establish work objectives and assess progress. Adapt processes/procedures to meet new and/or changing work requirements. Establish operational priorities, procedures, and quality assurance mechanisms. Initiate, coordinate, implement, and evaluate administrative activities. Coordinate work with external operational units/programs to enhance efficiency and achievement of operational goals. Adjust program/work operations and objectives to meet planned and unexpected change. Analyze personnel, operational, and organizational issues and problems; and develop timely and economical solutions. Advise superiors regarding the work/operations and act as “troubleshooter.” 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. Knowledge of federal grant 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 develop budgets and work programs. Ability to initiate, coordinate, implement, and evaluate administrative activities. Ability to assess need for capital expenditures and make recommendations. Ability to review proposed/enacted laws for appropriateness and feasibility, and to identify problems. Ability to plan, organize, administer and proctor licensure examinations. 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. Knowledge of supervisory principles, methods, and techniques. Knowledge of interviewing principles and techniques. Knowledge of the principles of organization. Knowledge of teamwork principles and strategies. Ability to work with timelines and schedules. Ability to listen to and understand information and ideas presented. Ability to use discretion and judgment in dispensing information. Ability to plan, assign, instruct, review, and monitor the work of support staff. Ability to effectively schedule the work. Ability to instruct others and plan, prioritize, and assign work. Ability to maintain confidentiality. Ability to understand and implement complex oral and written instructions. Ability to conduct research, gather information, and analyze results to reach a conclusion and/or make recommendations. Ability to initiate, coordinate, implement, and evaluate administrative activities. Ability to coordinate and integrate the work activities and resources of several projects and/or operational pieces. Ability to effectively interact with others of widely divergent backgrounds, interests, and viewpoints. Knowledge of Maine Performance Management and Appraisal System. Knowledge of Civil Service system. Knowledge of applicable collective bargaining agreements. Knowledge of human resource laws, polices, and practices. Ability to accomplish the quality/quantity of work within set expectations. Ability to exercise good judgment in appraising situations and making decisions/recommendations. Ability to effectively delegate work as appropriate. Ability to develop and recommend operational improvements. Ability to effectively coach employees and conduct performance appraisals. Ability to adapt processes/procedures to meet new and/or changing work requirements. Ability to establish operational priorities, procedures, and quality assurance mechanisms. Ability to coordinate and integrate work objectives among several projects and/or operational units. Ability to effectively plan and adjust work operations to meet planned and unexpected change. Ability to understand and promote management goals as they affect day-to-day and long term operations. Ability to analyze personnel, operational, and organizational issues and problems; and develop timely and economical solutions. Ability to establish program objectives and/or performance goals and assess progress. Representative Tasks & KSA’s are cumulative across the Office & Administrative Support Job Family. All positions in this classification assume the Distinguishing Characteristics & KSA’s of: Office Assistant I, Office Assistant II, Office Associate I, Office Associate II and Office Specialist I. 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. APPLICATION INSTRUCTIONS: Please submit a cover letter along with a current resume. 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 The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment. This position is not eligible for visa sponsorship or STEM OPT extensions. 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 18.91% 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 . 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. Join Maine State Government and Make a Difference in Your Community If you're looking for a fulfilling career that allows you to serve the public and make a difference, consider working with Maine State Government! Our departments boast an array of professions, including attorneys, biologists, correctional officers, equipment operators, engineers, human resources professionals, information technology experts, law enforcement officers, nurses, park rangers, social workers, and transportation workers. With more than 100 agencies, boards, and offices, Maine State Government is the perfect place to explore various industries and interests. Whether you're interested in finance or forestry, there's an opportunity for you to help make Maine an even better place to live. eases, there’s a place for you here, and your work will have meaning.

Salary : $11,858 - $13,950