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Office Associate IIAugusta , Maine , United States | Museum | Full-time Apply by: March 1, 2024 Apply with Linkedin ApplyOpening Date: February 15, 2024Closing Date: March 1, 2024Job Class Code: 2Grade: 13Salary: $16.80/Hour – $23.25/HourPosition Number: 014500161DESCRIPTION:This position provides office and administrative support to the Maine State Museum. It performs complex, varied office support tasks that require solid knowledge in modern office practices; familiarity with Microsoft Office Suite; administration of meetings and production of meeting minutes; operation of office equipment; keeping of paper and digital office files; entering of purchase orders and contracts into CGI Advantage or other payment administrative systems; management of procurement card records; and a knowledge of the museum’s account structure and efficient processing of expenses, contracts, and delivery orders. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.REPRESENTATIVE TASKS:(A position may not be assigned all the duties listed, nor do the listed examples include all the duties that may be assigned.) Comply with the requirements of State policies, including those concerning security protocols for state business purposes. Create and use varied correspondence formats and compose standard business correspondence. Maintain digital and paper document files. 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. Perform routine secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests. Write regular and/or periodic reports and compile minutes of meetings. Track and/or monitor contracts and/or licenses. Collect, count, reconcile and/or deposit fees in accordance with set procedures. Reconcile funds, enter purchasing documents into Advantage, perform calculations for reports, and monitor status of payment documents. Keep records of procurement card purchases and manage procurement card use as required. Order and organize office supplies. Advise others requesting technical assistance regarding office procedures, operation of equipment, and status of supply orders. Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements. Develop standard work procedures within established guidelines. May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work. May confer with supervisor on performance appraisals of work team members.KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:(These are required to successfully perform the work assigned.) Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work. Knowledge of information distribution through use of the internet. Knowledge of the principles and practices of informational presentations. Ability to create and use varied correspondence formats and compose standard business correspondence. Ability to prepare standard reports. Ability to develop and use computerized formats and/or graphics. Ability to perform basic secretarial duties. Ability to administer, score and/or correct standard examinations. Ability to collect, count, reconcile and/or deposit fees in accordance with set procedures. Ability to reconcile funds and develop and monitor expense records in Advantage. Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology. Ability to create basic graphics/illustration/publication work to produce informational materials. Ability to coordinate and present workshops, training, and orientation sessions. Ability to effectively present information to individuals/ groups. Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures. Ability to effectively resolve problems. Ability to exercise good judgment in appraising situations and making decisions/recommendations. Ability to provide ongoing leadership for a work team, Ability to confer with supervisor on performance appraisals of work team members.MINIMUM QUALIFICATIONS:(Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience.)Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support and financial processing tasks, and 2) 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. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS: (These must be met by all employees prior to attaining permanent status in this class.)BENEFITS: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.
Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements .
Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).
Retirement Plan – The State of Maine contributes 13.41 % of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
Health and Dependent Care Flexible Spending Accounts – Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office .
Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive four weeks of fully paid parental leave . Additional, unpaid leave may also be available, under the Family and Medical Leave Act (https://www.maine.gov/bhr/state-employees/rules-policies/policy-practices-manual/Employee-Rights-and-Responsibilities-Federal) .
Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.
Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) .
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.
