"Alerted.org

Office Associate II - Anticipated Vacancy

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

Apply by: June 13, 2025

Apply with Linkedin Apply

Department of Public Safety - Maine Criminal Justice AcademyJob Class Code:6542

Grade: 13/Administrative

Salary: $17.69-$25.47/Hour (Salary includes 2.25% Stipend)

This is a clerical position located at the Maine Criminal Justice Academy in Vassalboro; you must be able to work both independently and collaboratively in an office setting dealing with law enforcement and corrections personnel. This position is in a highly visible location and the applicant will be interacting with a variety of professionals. This position also requires extensive daily contact with the public in person, over the phone, and in writing, providing a wide variety of accurate information regarding programs, laws, rules, policies/procedures and responding to inquiries.

Responsibilities include answering phones, using multiple databases and computer software programs, filing, data entry, preparing correspondences, and other related clerical tasks. The office setting can be very busy at times and the individual will need to provide excellent customer service and demonstrate the ability to meet deadlines and set work priorities.

Primary responsibilities include:

+ Creates and uses varied correspondence formats and composes standard business correspondence.

+ Creates basic graphics/illustrations/publications work to produce informational materials including maps, charts and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form.

+ Develops and uses computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.

+ Posts to, amends, and/or updates record management system using established procedures and knowledge of modern office software.

+ Examines documents/information, to determine facts, detects errors and irregularities, and acts as authorized.

+ Performs routine, occasional secretarial duties such as completing work schedules, arranging appointments, arranging travel/lodging, and reviewing documents to respond to requests.

+ Coordinates and presents workshops, training, and orientation sessions.

+ Writes regular and/or periodic reports.

+ Administers and/or scores applicable examinations in accordance with set procedures.

+ Tracks and/or monitors contracts and/or licenses/certifications

+ Collects, counts, reconciles and/or deposits fees in accordance with set procedures.

+ Reconciles funds and performs calculations for reports.

+ Receives and greets visitors in person and via phone; determines customer needs.

+ Advises others requesting technical assistance.

+ Applies to routine individual cases: an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.

+ Develops 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.

+ Work with other Office Associate II positions to ensure that programs and certification activities are covered during staff leave.

+ Assist with other administrative duties as requested, including but not limited to mail sorting and distribution.

Skills or knowledge required:

+ Excellent written and verbal skills.

+ Excellent computer/technology skills.

Minimum qualifications:

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 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.

Contact information:

Questions about this position should be directed to OAII Supervisor Karen Green 207-877-8003 [email protected]

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.