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Career Opportunity Bulletin

OFFICE ASSOCIATE I

CODE: 654000 PAY GRADE: 11 ($11.19 -15.87/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*

*Effective July, 1, 2008

OPEN DATE: June 24, 2008

CLOSING DATE: Until Canceled

Only Employees With Promotional Status In The Executive Branch Of Maine State Government May Apply.

JOB DESCRIPTION:

This is office and administrative support work performing complex office support tasks that are similar in nature. Responsibilities require independent judgment in handling exceptions to established work assignments, priorities, and schedules.

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 solid knowledge of modern office practices to perform complex office support tasks that are similar in nature, and 2) the ability to use independent judgment in handling exceptions to established work assignments, priorities, and schedules.

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 THE REQUIRED SUPPLEMENTAL QUALIFICATIONS FORM IN ORDER TO BE CONSIDERED (part of 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:

Format and type standard business correspondence from draft or dictation into final form using varied correspondence formats.
Apply procedures, evaluate information, and make determinations from set data.
Establish and maintain computerized and/or manual filing systems.
Review, batch, convert, enter, and correct the input of numeric, alphabetic, standard, and free form data to computerized format.
Monitor and ensure the flow and accuracy of data input and output in electronic form.
Note and report computer hardware, software, and user program anomalies.
Correspond orally and/or in writing with the public to receive/provide information and/or adjust complaints.
Monitor, requisition, purchase, and maintain inventory/supplies.
May provide ongoing responsibility to train co-workers and assign and review the work.
May confer with supervisor on assignments delegated to others.

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 Associate I (654000)

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.

I have:	Check if applicable
Ability to establish manual filing systems.
Knowledge of techniques to locate information.
Knowledge of modern office practices.
Knowledge of techniques used in researching information.
Ability to type standard business correspondence from draft or dictation into final form.
Ability to format standard business correspondence.
Ability to establish computerized filing systems.
Ability to apply procedures in order to perform a task.
Ability to evaluate information in order to accomplish a task.
Ability to make determinations on a task using given information.
Ability to effectively monitor and ensure the flow of data input and output in electronic form.
Ability to effectively monitor and ensure the accuracy of data input and output in electronic form.
Ability to organize, amend, and transfer information and present in modified form.
Ability to determine inventory needs and order supplies.
Knowledge of spelling, punctuation, grammar, and business English.
Ability to make intermediate mathematical calculations.
Ability to review documents for completeness.
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 standard business correspondence from draft or dictation into final form.
Formatted standard business correspondence.
Corresponded in writing with the public to receive or provide information.
Applied to routine individual cases an explanation and interpretation of regulations, policies and procedures, codes, or documentation requirements that pertain to the work.
Monitored, purchased, and maintained inventory.
Corresponded orally with the public to receive or provide information.
Performed routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel or lodging, and review documents to respond to requests.
Examined information to determine facts and detect errors and irregularities.
Examined information to determine facts, detect errors and irregularities, and taken action as authorized.
Developed standard work procedures within established guidelines.
Applied procedures in order to perform a task.
Evaluated information in order to accomplish a task.
Made determinations on a task using given information.
Trained co-workers and assigned and reviewed their work.
Reviewed, batched, converted, entered, and corrected the input of numerical data to computerized format.
Reviewed, batched, converted, entered, and corrected the input of alphabetical data to computerized format.
Reviewed, batched, converted, entered, and corrected the input of standard data to computerized format.
Reviewed, batched, converted, entered, and corrected the input of free form data to computerized format.
Monitored and ensured the flow of data input and output in electronic form.
Monitored and ensured the accuracy of data input and output in electronic form.
Recognized problems with computer hardware.
Recognized problems with computer software.
Recognized problems with computer user programs.

SECTION III:

	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
Transcription
Dictation