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Career Opportunity Bulletin

OFFICE ASSOCIATE II

OPTION: Internal Affairs

CODE:  654202    PAY GRADE:  13    ($12.48 - 17.48/hr.)

Value of State-paid Dental Insurance:  $13.69 biweekly

Value* of State-paid Health Insurance:

  • Level 1:  100% State Contribution (employee pays nothing):  $363.77 biweekly
  • Level 2:  95% State Contribution (employee pays 5%):  $345.58 biweekly
  • Level 3:  90% State Contribution (employee pays 10%):  $327.39 biweekly
  • Level 4:  85% State Contribution (employee pays 15%):  $309.20 biweekly

*The level of the actual value of state paid Health Insurance will be based on the employee’s wage rate and status with regard to the health credit premium program as of July 1, 2011.

Value of State’s share of Employee’s Retirement:  11.54% of pay

 


OPENING DATE: March 20, 2013

CLOSING DATE:  April 2, 2013     

JOB DESCRIPTION:

This is office and administrative support work performing complex, varied office support tasks often requiring established skill sets. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard 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 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.

Necessary special requirement:  You must have the ability to transcribe verbatim from Dictaphone/dictation.

GENERAL INFORMATION:

TYPICAL DUTIES in this job classification include:

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.

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 II

OPTION – Internal Affairs

APPLICANT’S NAME:  ___________________________________________________________

INSTRUCTIONS:

  • Your responses on this form will be the basis for making a numerical evaluation of your 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

Please check the box which best describes your training, education, or experience.

 

I 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, 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 AND I have the ability to transcribe verbatim from Dictaphone/dictation.

 

I do not 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, 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 AND/OR. I do not have the ability to transcribe verbatim from Dictaphone/dictation.

 

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.  Your responses will be verified during the interview and reference check process.

 

Definitions:

None -
I have no training, education, or experience in this area.
 
Level 1 -
I have successfully completed training or coursework in this area – OR - I 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 training staff or providing assistance to other staff in this area.

 

SECTION II:

I have:

None

Level 1

Level 2

Level 3

The ability to transcribe verbatim from Dictaphone/dictation.

       

Transcribed confidential interviews.

       

Summarized confidential interviews.

       

Created and used varied correspondence formats and composed standard business correspondence.

       

Created basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form.

       

Developed and used computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.

       

Posted to, amended, and/or updated web pages using established content and knowledge of modern office software.

       

Examined documents/information, determined facts, detected errors and irregularities, and took action as authorized

       

Performed routine, occasional secretarial duties such as completed work schedules, arranged appointments, arranged travel/lodging, and reviewed documents to respond to requests.

       

Coordinated and presented workshops, training, and orientation sessions.

       

Written regular and/or periodic reports.

       

Administered and/or scored applicable examinations in accordance with set procedures.

       

Tracked and/or monitored contracts and/or licenses.

       

Collected, counted, reconciled and/or deposited fees in accordance with set procedures.

       

Reconciled funds and performed calculations for reports.

       

Received and greeted visitors, and determined customer needs.

       

Advised others requesting technical assistance.

       

Applied to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.

       

Developed standard work procedures within established guidelines.

       

Provided ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work.

       

Conferred with supervisor on performance appraisals of work team members.

       

 

SECTION III:

Skills:

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