Office Specialist II

Augusta, ME 04330 | Administrative & Office Support | Full-time

Apply by: May 23, 2024

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DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

BUREAU OF GENERAL SERVICES - DIVISION OF LEASED SPACE

Code: 6550 Pay Grade:19–$19.64 - $27.20/Hour

Open for Recruitment: May 9, 2024

Closes:May 23, 2024

Purpose:

This position provides advanced administrative support responsibilities at the statewide level for the Division of Leased Space. The position conducts research and prepares documents, processes invoices using a property management system, communicates with lessees and lessors related to invoices, prepares lease documents for further processing by other Division staff. This position develops and maintains the Division’s website. This position serves under limited administrative direction.

A typical day involves:

• Administering all service contracts which includes making decisions about renewing or extending leases and determining the appropriate procurement policies, i.e., RFP or quotes, is needed for purchasing decisions.

• Communicating with tenant agencies and triaging their issues to provide timely and appropriate levels of response.

• Having an understanding of the standard leased space processes to make decisions for landlords, tenants, and contractors that align with the Division’s policies and standards. Manage invoices and allocate to appropriate accounts.

• Managing workflow priorities as relates to processing information in to new ProLease tracking system.

To be succesful you will need:

• Ability to effectively plan and adjust work schedule to meet planned and unexpected change.

• Ability to meet deadlines and timely responses as needed.

• Ability to accurately track data and financial information to report to Division Director and senior management.

• Ability to use discretion and personal judgement in dispensing sensitive information.

• Ability to use latest technology for the purposes of information and data gathering, processing and communication.

• Ability to communicate effectively.

• Ability to compose, review and edit complex and/or technical business correspondence.

• Ability to effectively present information to individuals/groups.

• Ability to represent the Division at internal and external meetings.

• Ability to analyze solutions, reach logical conclusions, and make sound recommendations.

• Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.

• Ability to understand and promote management goals as they affect day-to-day and long term operations.

• Ability to administer and/or oversee scheduling systems.

• Knowledge of State Leasing statutes and rules.

• Knowledge of computer software and hardware systems necessary for completion of responsibilities.

• Knowledge of State of Maine rulemaking processes and procedures.

• Knowledge of rules and regulations as they pertain to the Division of Leased Space.

• Knowledge of policies and procedures related to Leased Space.

• Knowledge of Procurement policies and procedures

• Knowledge of RFP, RFQ & RFI processes and procedures

• Knowledge of Microsoft office 360

• Knowledge of Advantage

Minimum Qualification:

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.

Preference will be given to those who submit a cover letter and resume’ to be considered for an interview.

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%-100% of employee-only premiums ($10,523.28-$12,380.40 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 ($350.40 annual value).

• Retirement Plan – The State contributes the equivalent of 13.41% 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 part-time employment.

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.