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Career Opportunity Bulletin

OFFICE SPECIALIST II-SUPERVISOR

CODE: 655100 PAY GRADE: 21 ($14.52- 20.59/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

OPENING DATE: July 14, 2008

CLOSING DATE: July 25, 2008

JOB DESCRIPTION:

This is administrative services work in providing support to the coordination, implementation, and oversight of a statewide administrative or procedural program having broad scope or diverse functions. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters. Responsibilities also include supervision of subordinate employees and conducting performance appraisals of one or more employees.

MINIMUM REQUIREMENTS:

In order to qualify, you must have training, education, or experience in administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and 2) the ability to use independent judgment, initiative, and decision making on complex administrative 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:

The Department of Education has a current vacancy in Augusta.
Qualified applicants will be placed on an Employment Register for this classification. Which will be used to fill this and future vacancies.
You must complete the on-line application for this job title. Paper applications will not be accepted for this job title.
You must submit a completed application for this position even if you are currently on any other register for this classification.
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:

Independently compose, review, edit, and/or approve correspondence.
Develop budgets, work programs, and cost analyses.
Coordinate accounting and general operating activities; and assemble financial statements, evaluate work operations, and procure supplies.
Review, evaluate, and provide recommendations on program policies, procedures, rules, regulations, and legislative documents.
Write and submit legislative proposals to amend applicable statutes, rules, and regulations.
Educate the public regarding the Administrative Procedures Act; and assist with rulemaking process, filings, and associated work flow.
Research federal grant programs, prepare applications, interpret and administer program requirements, and prepare the financial statements and expenditure reports.
Recommend capital expenditures and disbursements for grant funds.
Docket and summarize customer complaints, initiate investigations, and present information to superiors.
Plan, organize, administer, and proctor licensure examinations.
Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
Apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.
Liaise between supervisor and internal and external sources on key matters.
Interpret and implement the policies and decisions of superiors.
Represent supervisor/program at public meetings, including explaining organizational, program, and/or project goals.
Attend board/committee meetings to provide secretarial services.
Assess office needs and recommend/ implement improvements for work space, equipment, and/or ergonomics.
Coordinate and integrate the work activities and resources of several projects or operational units.
Advise supervisor on fiscal and budget matters, as requested.
Advise supervisor regarding the work/operations and act as “troubleshooter.”

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

(This form must accompany your application.)

Office Specialist II-Supervisor (655100)

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:	YES	NO
Knowledge of quality control standards for accurate and timely computerized data.
Ability to compute, verify, and reconcile figures on financial documents.
Knowledge of the State of Maine rulemaking processes and procedures.
Ability to create spreadsheets.
Ability to perform data management.
Ability to develop quality control assurance standards for computerized data.
Ability to write clear and comprehensive reports.
Ability to analyze research results to make recommendations.
Knowledge of the principles of office management.
Knowledge of bookkeeping principles and practices.
Knowledge of grant application/writing procedures.
Ability to compose, review, and edit complex and/or technical business correspondence.
Ability to develop and recommend new administrative policies and procedures.
Ability to understand and promote management goals as they affect day-to-day operations.
Knowledge of supervisory principles, methods, and techniques.
Ability to plan, assign, instruct, review, and monitor the work of support staff.
Ability to coordinate and integrate the work activities and resources of several projects and/or operational pieces.
Knowledge of teamwork principles and strategies.

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
Written trend analyses.
Provided ongoing leadership for a work team.
Presented routine factual information to individuals and groups.
Independently composed complex correspondence.
Developed web pages using established content.
Written comprehensive reports.
Provided ongoing leadership for a work team.
Analyzed personnel, operational, and organizational issues and problems to develop timely and economical solutions.
Developed budgets, work programs, and cost analysis.
Coordinated accounting and general operating activities.
Supervised employees, including responsibility for hiring, firing, and performance evaluations.
Assembled financial statements.
Reviewed, evaluated, and provided recommendations on program policies, procedures, rules, regulations, and legislative documents.
Written and submitted legislative proposals to amend applicable statutes, rules, and regulations.
Educated the public regarding the Administrative Procedures Act, assisted with rulemaking process, filings, and associated work flow.
Researched federal grant programs, prepared applications, interpreted and administered program requirements, and prepared the financial statements and expenditure reports.
Recommended capital expenditures and disbursements for grant funds.
Docketed and summarized customer complaints, initiated investigations, and presented information to superiors.
Planned, organized, administered, and proctored licensure examinations.
Developed and recommended new work methods and administrative policies/procedures to improve existing work practices.
Liaise between supervisor and internal and external sources on key matters.
Interpreted and implemented policies and decisions of superiors.
Represented supervisor or program at public meetings including explaining organizational program and/or project goals.
Understood and promoted management goals as they affected day-day operations.
Coordinated and integrated the work activities and resources of several projects or operational units.
Advised supervisor on fiscal and budget matters.
Advised supervisor regarding the work or operations and acted as a “troubleshooter”

SECTION III:

Computer 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
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