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Career Opportunity Bulletin

OFFICE SPECIALIST I

CODE:  654600    PAY GRADE:  16    ($13.55 - 18.97/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


 


LAST UPDATE: July 6 , 2011  

CLOSING DATE:  Until Canceled   

JOB DESCRIPTION:

This is advanced office and administrative support services work providing assistance to an agency and/or the public requiring established specialized skills/knowledge, a proficient knowledge of modern office practices and office equipment necessary to perform diverse administrative functions.  Responsibilities require using independent judgment, initiative, and discretion to make determinations on varied matters.

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 proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills and 2) the ability to use independent judgment, initiative and discretion to make determinations on varied matters.

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:

TYPICAL DUTIES in this job classification include:

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.

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 Specialist I (654600)

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:

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

 

Ability to conduct research, gather information, and analyze results to reach a conclusion.

 

Ability to effectively communicate orally and in writing.

 

Ability to organize and maintain computerized and/or manual files.

 

Ability to oversee and maintain inventory/supplies.

 

Ability to provide ongoing leadership for a work team.

 

Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology to core operations.

 

Ability to type varied routine business correspondence from draft or original source documents to revised or final form.

 

Ability to use applicable computer programs.

 

Ability to verify, code, compute, and/or reconcile data on standard documents.

 

Ability to use independent judgment, initiative, and discretion when appraising situations and making decisions/recommendations on varied matters.

 

Knowledge of human resources practices and employee benefits.

 

Knowledge of basic personnel, fiscal, property management, secretarial, bookkeeping, procurement, and information/ communication systems.

 

Knowledge of the principles, practices, and equipment related to quality control of data input and output.

 

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

   

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

Reviewed, updated, revised, verified, reconciled, maintained, edited, and/or adjusted payroll transactions and/or personnel transactions.

       

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

       

Developed and recommended new work methods, administrative policies/procedures, or operational improvements.

       

Reviewed input/output of information from electronic information systems and developed/implemented quality control standards for data input structures and output quality assurance.

       

Coded, computed, verified, posted, reconciled, and/or updated standard documents and financial transactions.

       

Researched, compiled, and analyzed complex information to reach a conclusion and/or make recommendations.

       

Coordinated and presented workshops, training, and orientation sessions.

       

Created basic graphics/illustration/ publication work to produce informational materials.

       

Created spreadsheets and performed data management.

       

Determined facts, detected errors and irregularities, and have taken appropriate action in accordance with established procedures.

       

Led the work and provided guidance and training to co-workers.

       

Worked with timelines and schedules.

       

Written clear and comprehensive reports.

       

Promoted management goals as they affected day-to-day operations.

       

Examined motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership and compliance with applicable regulations.

       

Presented routine factual information to individuals/groups.

       

Assisted in developing organizational budgets and work programs.

       

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