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Career Opportunity Bulletin

OFFICE ASSISTANT II

CODE: 653800 PAY GRADE: 8 ($10.20- 14.45/hr.)

Value of State-paid Health and Dental Insurance: $336.80 biweekly
Value of State’s share of Employee’s Retirement: 19.22% of pay

OPEN DATE: August 25, 2008

CLOSING DATE: Until Canceled

JOB DESCRIPTION:

This is office and administrative support work performing routine, varied office support tasks often requiring the operation of technical office equipment. Responsibilities require making independent judgment in prioritizing assignments and selecting the most appropriate course of action within established operating procedures.

MINIMUM REQUIREMENTS:

In order to qualify, you must have training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a general knowledge of modern office practices and technical equipment to perform routine, varied office support tasks often requiring the operation of technical office equipment, and 2) the ability to use independent judgment in prioritizing the work and selecting the most appropriate course of action within set procedures.

Section I of the Supplemental Qualifications Form includes all of the knowledges and abilities required to minimally qualify for this job classification. The final application evaluation score is based on the remaining sections of the Supplemental Qualifications Form.

GENERAL INFORMATION:

Qualified applicants will be placed on an Employment Register, which will be used to fill vacancies on a statewide basis.
YOU MUST COMPLETE AND SUBMIT THE REQUIRED SUPPLEMENTAL QUALIFICATIONS FORM IN ORDER TO BE CONSIDERED (part of the online “apply now” process).
Your application evaluation results will be e-mailed to the address you use to login to your online account.

TYPICAL DUTIES in this job classification include:

Create spreadsheets and perform data management.
Type varied routine business correspondence such as letters, reports, contracts, vouchers, and agendas from draft or original source documents to revised or final form.
Lay out computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
Organize, record, and maintain computerized and/or manual files.
Operate technical office materials/equipment (examples are digital scanner, printing and bindery equipment, reprographic duplicators, postal machinery, etc.) according to set procedures.
Transport and handle heavy goods.
Input, arrange, code, transcribe, correct, and/or post standard form and free form data for data entry.
Take and/or transcribe notes, dictation, transcripts, and/or tapes into written minutes and/or reports.
Query for data via telephone, computer, and/or written/oral communication.
Explain, inform, and/or initiate calls on routine matters.
Refer non-routine inquiries to appropriate resource.
Clean and/or maintain issued materials.
May lead the work and provide guidance to co-workers on a project or intermittent basis.

The Bureau of Human Resources reserves the right to use any other selection devices necessary in order to identify those candidates who are most qualified.

APPLICATION INFORMATION:

You must complete the on-line application by logging on to our Web Page (www.maine.gov/bhr/state_jobs), clicking the Open Competitive Jobs link, and clicking Apply Now under this job title.

PAPER APPLICATIONS WILL NOT BE ACCEPTED FOR THIS JOB TITLE.

The Bureau of Human Resources is unable to provide copies of submitted materials.

Maine State Government is an Equal Opportunity/Affirmative Action Employer

SUPPLEMENTAL QUALIFICATIONS FORM

Office Assistant II (653800)

APPLICANT’S NAME: _________________________________________________________________

INSTRUCTIONS:

Your responses on this form will be the basis making a numerical evaluation of your background training and experience (your final score).
False or misleading statements may result in rejection of your Application for Employment or dismissal from Maine State Service if selected.
Statements made on this form and in your application are subject to verification by the Bureau of Human Resources and the Appointing Authority.

SECTION I - Minimum Requirements

Directions for Section I ONLY: Indicate if you have the knowledge or ability listed below. These are not tasks you need to have performed; however, you must indicate that you have the knowledge or ability to perform these tasks.

Please check the box for each knowledge or ability you have.

I have:
Knowledge of modern office practices.
Knowledge of spelling, punctuation, grammar, and business English.
Ability to make intermediate mathematical calculations.
Ability to use alphabetical, numerical, and chronological filing systems.
Ability to review documents for completeness.
Ability to type routine business documents from final draft, such as form letters.
Ability to gather together routine information.
Ability to prepare worksheets.
Ability to perform data entry.

Directions for Sections II and III: Using the definitions below as your guide, indicate your skill level for each of the areas listed by marking the appropriate boxes.

Definitions:

None -	I have no training, education, or experience in this area.

Level 1 -	I have successfully completed training or coursework in this area, but I have no experience performing this task -OR- have some experience performing this task under close supervision.

Level 2 -	I have experience performing this task and am fully capable of performing this task independently.

Level 3 -	I have experience performing this task independently and am capable of training staff or providing assistance to other staff in this area.

SECTION II

I have:	None	Level 1	Level 2	Level 3
Typed varied, routine business documents from draft to a final or revised form.
Performed data management using spreadsheets.
Created spreadsheets.
Searched for basic information by using telephone, computer, written requests or oral communication.
Searched the internet to obtain information.
Called customers to explain routine information.
Answered routine, factual questions from customers.
Known when questions were not my responsibility to answer and made referrals to the appropriate resources.
Organized manual files.
Organized computerized files.
Transferred numbers from one document to another.
Determined inventory needs.
Ordered inventory.
Applied procedures in order to perform a task.
Evaluated information in order to accomplish a task.
Made determinations on a task using information that was given.
Led the work of co-workers and provided guidance on a project or intermittent basis.
Inputted, arranged, coded, transcribed, corrected, or posted standard form data for data entry.
Inputted, arranged, coded, transcribed, corrected, or posted free form data for data entry.
Established computerized or filing system.
Established manual filing system.
Laid out computerized formats for documents.
Laid out computerized graphs or charts.
Laid out computerized graphics.
Recognized problems in computer hardware.
Recognized problems in computer software.
Recognized problems in computer user programs.

SECTION III

Skill:	None	Level 1	Level 2	Level 3
Word processing
Spreadsheets
Databases
E-mail
Internet
Scanning and Indexing
Web publishing software such as Dreamweaver or similar software
PowerPoint, or similar presentation software
Printing Equipment
Binding Equipment
Reprographics Duplicator
Postal Machinery
Transcription
Dictation