Office Specialist I - Office of Information Technology

Office Specialist I - Office of Information Technology Augusta , Maine , United States | Office of Information Technology | Full-time Apply by: Oct. 22, 2024 Apply with Linkedin Apply OFFICE OF INFORMATION TECHNOLOGY - MAINE IT ADMINISTRATIVE SERVICES TEAM Opening Date: October 7, 2024 Closing Date: October 22, 2024 Job Class Code: 6546 Grade: 16 Salary: $18.76 - $27.03/Hourly Position Number: 004200361 Do you have a customer focused mindset? Do you enjoy supporting internal and external customers? Do you enjoy analyzing processes and recommending improvements for greater efficiency and effectiveness? If these describe you, we want to learn more about you and how you can contribute to our TEAM!! Job Description: The Department of Administrative and Financial Services (DAFS) Office of Information Technology (MaineIT) provides information technology support to over 13,000 employees. MaineIT oversees large scale enterprise applications which support critical and diverse business needs of the State of Maine and its agencies. MaineIT is seeking a highly talented individual who will represent ourC.A.R.E.values in all that they do. At MaineIT we: PracticeCustomer-focus, ensuring that our customers are heard, and their needs are met. Hold ourselves to a high level ofAccountabilityby being transparent with our stakeholders. Maintain an effective level ofResponsivenessby providing timely updates in a proactive manner. Strive to provideEmpathydriven, people-focused services by applying emotional intelligence skills and behaviors. About the Role : The Office of Information Technology is looking to fill an Office Specialist I position on our Admin Services Team based in Augusta, Maine. This position is an in-office administrative support role collaborating with diverse stakeholders across the organization, and within the Executive Branch. This position’s work schedule is Monday through Friday, 8:00 am to 5:00 pm with an hour lunch. Our newest team member will perform complex tasks and cross train in many responsibility areas the Admin Services Team supports. This position requires direct contact with internal members of MaineIT and other state agencies. This position also supports the public and other agencies by phone. To be successful in this role, we seek an organized, detail oriented, and reliable talented individual with a passion to deliver excellent customer service and is driven to seek ways to improve business operations. Exceptional teamwork and the ability to effectively communicate at all levels of the organization will be required. Typical Duties: Answering multi-line phone system as one of the state’s information center call attendants. Providing excellent customer service and diligent administrative support to directors, deputy directors as well as all other divisions and members of MaineIT. Multi-tasking, follow-up and utilizing a detail-oriented work ethic is essential. Dependability and accuracy of work is appreciated in this role. Receiving, verifying completeness, proofreading, obtaining signatures, communicating with appropriate staff, and maintaining archived records of various forms. Reviewing various paperwork to ensure accuracy and completeness. Liaison with Human Resources for processing documents related to hiring, reclassifications, onboarding, and tracking performance evaluations of MaineIT staff. Advising managers on administrative matters relating to Human Resources in order to provide recommended solutions to identified problems. Procuring goods and services requested by agency staff with a state credit procurement card. Processing and maintaining accurate financial records for audit compliance. Analyzing and preparing requests for out-of-state travel, including budgetary considerations and ensuring all information is accurate. Arranging and securing travel arrangements from airfare, hotel, and transportation (upon request). Knowledges, Skills and Abilities Required: Excellent computer skills, including extensive knowledge of Microsoft Office 365 products such as: Word, Outlook, and Excel. Experience with Microsoft Teams is preferred. Demonstrated critical thinking skills. Ability and experience supporting and working with diverse individuals or groups. Demonstrated ability to write concisely, clearly, and with correct grammar, spelling, punctuation, and sentence structure. Demonstrated ability to communicate politely, professionally, and effectively in writing and verbally with internal and external customers. Demonstrated ability to maintain objectivity, professionalism, and flexibility during occasional unusual and/or stressful circumstances. Ability to provide excellent customer service and diligent administrative support to directors, deputy directors as well as other State of Maine employees in a professional and courteous manner. Ability to multi-task, follow-up and utilize a detail-oriented work ethic, being dependable, delivering accurate work and meeting deadlines. Ability or experience with the state’s procurement policies and processes relating to securing office supplies, administering travel requests, events planning, MaineIT equipment purchases, and auditing for the accuracy or financial budgeting. Work in an office setting five days per week to provide necessary administrative support to MaineIT. MINIMUM QUALIFICATIONS 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. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, Office Associate I and Office Associate II. The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment. Benefits of working for the State of Maine: No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including: Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays , 12 days of sick leave , and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave. Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State. Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value). Retirement Plan – The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS). State employees are eligible for an extensive and highly competitive benefits package (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) . Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time. There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role. As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics. If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request. Thinking about applying? Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.