Administrative Specialist CL3

This position provides office, administrative and special project support to the Wild Blueberry Commission of Maine. Full-time, regular position, 40 hours per week, 5 days per week. Normal daily work hours are Monday - Friday, 8:00 a.m. to 4:30 p.m. This position pays $21.09/hour, or applicable transfer rate in accordance with the ACSUM collective bargaining agreement.

Essential Duties & Responsibilities

• Maintaining an accurate and complete record of the financials and processing transactions for both the Wild Blueberry Commission of Maine and the Wild Blueberry Association of North America - US, including accounts payable and receivable, reconciliations, and preparing financial reports
• Coordinating and providing required financial statements, policy, and procedures documents in support of two organizational audits annually
• Tracking, responding to, and fulfilling requests for state and federal reporting requirements
• Providing a full range of verbal and written communications, including responding to questions, issues, and requests, and directing inquiries to appropriate staff as needed
• Establishing and implementing a filing system, monitoring and maintaining inventory, and ordering supplies
• Scanning, linking, routing, and providing appropriate documentation, processing, and reporting for grants, accounts, and transactions
• Occasional supervision and training (e.g., new hire orientations, safety trainings) of student employee(s), on programs and procedures
• Planning, preparing for, and scheduling meetings and events, and aids in the preparation and dissemination of meeting materials
• Handling complex and sensitive requests requiring a comprehensive understanding of relevant policies, procedures, and rules
• Managing confidential records and documents
• Reviewing, interpreting, developing, and explaining policies/procedures to provide support and direction to internal and external parties
• Supporting the preparation and management of budgets
• Researching potential expenditures and providing recommendations
• Troubleshooting technology problems and coordinating with technical support services
• Assisting with the coordination of searches for student employees
• Contributes to highly efficient organizational and office flow and function
• Acts as first contact and filter for incoming correspondence, emails, and phone calls and responds or redirects inquiries as needed
• Applying basic problem-solving as needed
• Assists other staff with special projects as needed
• Performs other reasonably related duties as assigned
  
  

About The University

The University of Maine is a community of more than 11,900 undergraduate and graduate students, and 2,500 employees located on the Orono campus, the regional campus in Machias, and throughout the state. UMaine is a land, sea and space grant university, and maintains a leadership role as the University of Maine System's flagship institution. UMaine is the state's public research university and a Carnegie R1 top-tier research institution, dedicated to providing excellent teaching, research and service for Maine, the nation and the world. More information about UMaine is at umaine.edu.

The University of Maine offers a wide range of benefits for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options.

UMaine is located in beautiful Central Maine. Many employees report that a primary reason for choosing to come to UMaine is quality of life. Numerous cultural activities, excellent public schools, safe neighborhoods, high quality medical care, little traffic, and a reasonable cost of living make the greater Bangor area a wonderful place to live. Visit the Maine Office of Tourism to learn more about what the Bangor region has to offer.

Qualifications

Required

• Typically has the education associated with 60 credits or more of higher education and three years of administrative support experience or an equivalent combination of education and experience.
• Excellent organizational skills
• Excellent written and oral communication skills
• Experience with bookkeeping and maintaining accurate financial records and/or equivalent education and training
• Experience and expertise using Microsoft Office Suite (e.g., Word, PowerPoint, Excel)
  
  

Other Information

To be considered for this position you will need to "Apply" and upload the documentation listed below:

• a cover letter which describes your experience, interests, and suitability for the position
• a resume/curriculum vitae
  
  

Candidates selected to proceed to the final stages of the search process will be requested to provide a list of names and contact information for references.

Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

For full consideration, materials must be submitted by 4:30 p.m. EST on September 16, 2025.

For questions about the search, please contact the Search Committee Chair, Eric Venturini (Eric.Venturini@maine.edu).

The successful applicant is subject to appropriate background screening.

In complying with the letter and spirit of applicable laws and pursuing its own goals of diversity, the University of Maine System does not discriminate on the grounds of race, color, religion, sex, sexual orientation, transgender status, gender, gender identity or expression, ethnicity, national origin, citizenship status, familial status, ancestry, age, disability physical or mental, genetic information, or veterans or military status in employment, education, and all other programs and activities. The University provides reasonable accommodations to qualified individuals with disabilities upon request. The following person has been designated to handle inquiries regarding non-discrimination policies: Director of Equal Opportunity and Title IX Services, 5713 Chadbourne Hall, Room 412, University of Maine, Orono, ME 04469-5713, 207.581.1226, TTY 711 (Maine Relay System).

Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, or Clery Act, mandates that all Title IV institutions, such as the University, prepare, publish and distribute an Annual Security Report, (ASR) and provide notice of the availability of the ASR to all prospective employees. This report consists of two basic parts: disclosure of the University's crime statistics for the past three calendar years; and disclosures regarding the University's current campus security policies. You may view the University's Annual Security Report. If you wish to have a paper copy of the ASR or you need to have a copy of the ASR in an accessible format, the University will provide such a copy upon request. Please contact: UMaine Police Department, 81 Rangeley Rd., The University of Maine, Orono, ME 04469-5794, or call 207.581.4053.