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Office Assistant II

Augusta , Maine , United States | Administrative & Office Support | Full-time

Apply by: May 15, 2025

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Department of Public Safety - Office of State Fire Marshal Job Class Code:6538

Grade: 8/Administrative

Salary: $16.06-$22.25/Hour (Salary includes 4% Stipend)

The Office of State Fire Marshal is hiring an Office Assistant II for our Augusta Office. Come be part of our team where our mission is to prevent loss of life and property for those that live, work and visit the State of Maine. Do you have a passion for helping people? Are you a natural problem-solver with exceptional time management and customer service skills? We are seeking a talented individual to join our team and serve as the primary communication link between the Fire Marshal Office and Maine Department of Human Services Regulatory Licensing Staff. This position requires daily contact with inspectors, supervisors, owners of daycares, dance facility owners, and complaint inspections. A large part of the day is data entry and sending out reports and require you to be detailed oriented. If you are looking to join a team that has fun while getting the job done in a fast-paced environment, please apply.

Primary responsibilities include:

+ Create and use varied correspondence formats to compose standard business correspondence.

+ Collaborate with our partners at the Maine Department of Human Service Regulatory Licensing Staff

+ Enter inspections into the ALMS database system.

+ Use of Docuware

+ General Office Duties

Skills or knowledge required:

+ Knowledge of modern office methods and procedures.

+ Knowledge of spelling, punctuation, grammar, and business English.

+ Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work.

+ 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 stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.

+ 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/recommendation

Minimum qualifications:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a general knowledge of modern office practices to perform routine, varied office support tasks often requiring the operation of technical office equipment, and 2) the ability to use independent judgment in prioritizing the work and selecting the most appropriate course of action within set procedures. All positions in this classification assume the qualifications of: Office Assistant I.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS: (These must be met by all employees prior to attaining permanent status in this class.)

Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

Preference will be given to those applicants:

Preference will be given to applicants who have ASPEN Central Office experience.

Contact information:

Questions about this position should be directed to Gregory Day [email protected] 207-441-0622

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, and copies of any transcripts or certifications you wish to have considered while evaluating your application. In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period. Any experience that was not full-time employment should be identified as such.

If you require a paper application, please download and print one here https://www.maine.gov/bhr/state-jobs/application-process or contact our office at 207-623-6700. Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Security & Employment Service Center, 45 Commerce Drive, Augusta, ME 04330 or faxed to 207-287-2018. Be sure title of the job you are applying for is included. Applications cannot be accepted after the posting closing date.

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 thepremium 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) for MSEA, or 18.09% for Confidential employees.

State employees are eligible for anextensive 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 theOffice 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.