State of Maine logo

Career Opportunity Bulletin

OFFICE ASSOCIATE II SUPERVISOR

CODE: 654300 PAY GRADE: 15 ($12.54 - 17.77 /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

OPENING DATE: June 25, 2008

CLOSING DATE: Until Canceled

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

JOB DESCRIPTION:

This is supervisory, 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 supervisory skills 2) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks and 3) 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.

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 future vacancies on a statewide basis.
You must complete the required Supplemental Qualifications Form (part of online application “apply now” process).
Your application evaluation results will be e-mailed to the address you use to login to your online account.
You must complete the on-line application for this job title. Paper applications will not be accepted for this job title.

TYPICAL DUTIES in this job classification include:

Evaluate employee performance in accordance with State of Maine Performance Management and Appraisal System.
Coach employees in meeting performance standards.
Plan, assign, instruct, review, and monitor the work of support staff.
Analyze personnel, operational, and organizational issues and problems; and develop timely and economical solutions.
Create and use varied correspondence formats and compose standard business correspondence. Create 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.
Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized
Coordinate and present workshops, training, and orientation sessions.
Administer and/or score applicable examination in accordance with set procedures.
Collect, count, reconcile and/or deposit fees in accordance with set procedures.
Receive and greet visitors and determine customer needs.
Advise others requesting technical assistance.
Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.

TESTING PROCEDURE:

The information you provide with your application and Supplemental Qualifications Form will be compared to criteria developed by experts who are familiar with this job and its requirements, and converted to a numerical score.

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 II Supervisor (654300)

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:
Knowledge of modern office methods and procedures.
Knowledge of spelling, punctuation, grammar, and business English.
Knowledge of alphabetical, numerical, and chronological filing systems.
Knowledge of alphabetical, numerical, and chronological sub-filing systems.
Knowledge of research techniques.
Ability to access information from the internet.
Ability to distribute information through use of the internet.
Ability to type standard business correspondence from draft into final from using varied correspondence format.
Ability to compose varied business correspondence for supervisor signature.
Ability to collect, count, reconcile, and deposit fees.
Ability to prepare worksheets.
Ability to create spreadsheets.
Ability to perform data management.
Ability to establish manual filing systems.
Ability to establish computerized filing systems.
Ability to develop computerized correspondence formats.
Ability to determine inventory needs and order supplies.
Ability to write routine reports.
Ability to track the status of documents and take follow up action if necessary.
Ability to make intermediate mathematical calculations.
Ability to plan, assign, instruct, review, and monitor the work of subordinate staff.
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 supervisory practices.
Knowledge of interviewing techniques.
Knowledge of teamwork strategies.
Ability to listen 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 subordinate staff.
Ability to initiate, coordinate, implement, and evaluate administrative activities.

Directions for Sections II and III: Using the definitions below as your guide, indicate your skill level by marking the appropriate boxes for each item listed. It is important that you be as honest as possible in your evaluation of your skills. If you are selected to be interviewed for one of these positions, you should anticipate the interviewer will have a copy of your self-evaluation and ask you to provide examples of your work experience or training that support your self-evaluation ratings. You may also be required to complete a performance test to demonstrate your proficiencies in selected skills.

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 have trained staff or provided assistance to other staff in this area.

SECTION II:

I have:	None	Level 1	Level 2	Level 3
Supervised employees, including responsibility for hiring, firing, and performance evaluations.
Coached employees to meet performance standards.
Analyzed personnel, operational, and organizational issues and problems to develop timely and economical solutions.
Recommended improvements for office operations.
Provided ongoing leadership for a work team.
Created computerized correspondence formats.
Created spreadsheets.
Performed data management using spreadsheets.
Composed standard business correspondence for supervisor review and signature.
Independently composed complex correspondence.
Applied procedures in order to accomplish a task.
Evaluated information in order to accomplish a task.
Made determinations on a task using given information.
Established manual filing systems.
Established computerized filing systems.
Searched for information by using telephone and computer.
Researched informational materials.
Analyzed research results to make recommendations.
Written routine reports.
Written summary reports.
Written trend analyses.
Updated financial transactions.
Reconciled financial transactions.
Applied to routine individual cases an explanation and interpretation of rules, policies and procedures, codes, or documentation requirements that pertain to the work.
Developed standard work procedures within established guidelines.
Determined inventory needs and ordered supplies.
Detected informational errors and irregularities and taken action as authorized.
Performed routine secretarial duties such as complete work schedules, arrange appointments, arrange travel or lodging, and review documents to respond to requests.
Planned and adjusted work operations to meet expected and unexpected change.
Tracked the status of contracts, licenses or other documents.
Received and greeted visitors and determined customer needs.
Familiarity with equipment used in graphics, illustration and publication work.
Created informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics.
Developed computerized graphics.
Administered formal examinations in accordance with established procedures.
Scored formal examinations in accordance with established procedures.
Coordinated and presented information at workshops, trainings, or orientation sessions.
Made standard changes to web page content.
Developed web pages using established content.

Section III:

Computer Skills	None	Level 1	Level 2	Level 3
Word processing.
Spreadsheets.
Databases.
E-mail.
Internet.
Scanning and Indexing for databases
Web publishing software such as Dreamweaver or similar software.
PowerPoint, or similar presentation software.