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Office Specialist I - Anticipated Vacancy

Augusta , Maine , United States | Adminstrative | Full-time

Apply by: June 23, 2025

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Maine Revenue Services

Operations Processing

Office Specialist I - Anticipated Vacancy

Opening Date: June 6, 2025

Closing Date: June 23, 2025

Job Class Code: 6546

Grade: 16

Salary: $18.76 – $27.03/Hourly Salary Schedule (https://gateway.state.me.us/bhrintranet/ActSal/Sal\_Spec\_Tab\_03.asp?Spec\_No=80&Grade=16)

Position Number: 016303821

Join the team at Maine Revenue Services where we provide excellent service to the taxpayers of Maine.

Job Description

This position provides administrative support performing complex, varied office tasks requiring the operation of technical office equipment. Responsibilities require using independent judgment, initiative, and discretion to make decisions on various matters, including the interpretation of tax laws, MRS rules and regulations, and departmental policies and procedures. Required abilities include maintaining knowledge of tax procedures and tax forms, as well as ensuring appropriate processes are followed. Necessary skills consist of effective communication, exceptional customer service, attention to detail, and accuracy. This position requires adaptability due to the cross-functional aspects of the job.

REPRESENTATIVE TASKS :

+ Provide quality customer service to taxpayers for assigned tasks and in accordance with the standards set forth by Taxpayer Contact Center (TCC) management.

+ Accurately key data for various tax returns and other documents in queues assigned unless otherwise directed.

+ Answer incoming taxpayer calls and provide proper guidance as defined by TCC policies and procedures.

+ Process work items, taxpayer e-mails, and other correspondence.

+ Process suspended payments, suspended returns, and items in the Checks Only queue.

+ Maintain and update statistical spreadsheets used by the management team to make morning staffing decisions.

+ Assist in cross-training state and contract staff in proper Operations Processing Center (OPC) procedures.

+ Assist other units of the OPC as assigned by management.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED :

+ Knowledge of payroll principles, procedures, and techniques; and automated payroll systems and procedures.

+ Knowledge of human resources practices and employee benefits.

+ Knowledge of the principles, practices, and equipment related to quality control of data input and output.

+ Knowledge of the laws and practices related to the title and ownership of motor vehicle titles.

+ Ability to develop and change web pages using established content.

+ Ability to verify, code, compute, and/or reconcile data on standard documents.

+ Ability to conduct research, gather information, and analyze results to reach a conclusion

+ Ability to oversee and maintain inventory/supplies.

+ Ability to review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.

+ Ability to examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership.

+ Ability to write clear and comprehensive reports.

+ Ability to develop and recommend new work methods and administrative policies/procedures.

+ Ability to understand and promote management goals as they affect day-to-day operations.

+ Ability to repair, service, clean and/or maintain issued materials.

+ Representative Tasks & KSA’s are cumulative across the Office & Administrative Support Job Family. All positions in this classification assume the Distinguishing Characteristics & KSA’s of: Office Assistant I, Office Assistant II, Office Associate I, and Office Associate II.

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.

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.