Office Specialist I

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

Apply by: Dec. 1, 2021

Department of Defense, Veterans and Emergency Management

Opening Date: November 15, 2021

Closing Date:  December 1, 2021 

Job Class Code: 6546
Grade: 16 (Administrative Services) 
Salary: $33,696 - $46,654 
Location: Augusta, ME

The Maine Department of Defense, Veterans and Emergency Management 


This position provides office administration and support for the Maine Army National Guard’s Facilities Division and the Soldiers and Airmen of Maine National Guard.  This job involves a wide range of scheduling, correspondence, mailing, record-keeping, travel reimbursement, reception and HR support functions.  This position also processes State Active Duty payrolls bi-weekly and in event the Governor calls up the National Guard.  Work is performed under general supervision.  This position is located at Camp Keyes in Augusta.


  • Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
  • Review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
  • Examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership and compliance with applicable regulations.
  • Develop, post to, amend, and/or update web pages using established content and knowledge of modern office software.
  • Code, compute, verify, post, reconcile, and/or update standard documents and financial transactions.
  • Review, update, revise, verify, reconcile, maintain, edit, and/or adjust payroll transactions and/or personnel transactions.
  • Write summary reports and trend analyses.
  • Recommend operational improvements.
  • Research, compile, and analyze complex information to reach a conclusion and/or make recommendations.
  • Present routine factual information to individuals/groups.
  • Repair, service, clean, and/or maintain issued materials. 
  • Determine and requisition inventory/supplies.


  • 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.

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 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 IOffice Assistant IIOffice Associate I and Office Associate II.

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.

Candidates must pass a National Guard Bureau federal security background check prior to obtaining permanent status. 

Preference will be given to candidates demonstrating the following: 

Experience with State of Maine accounting software (Advantage) or other accounting software.

Proficiency with Microsoft Office software.


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. 

If you require a paper application, please download and print one here or contact Melissa Weiner, Human Resources Generalist at (207) 816-0217.  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.  

Contact Information: 

 Employees can reach out to Business Manager II, Frances LaPointe at with additional questions in relation to the position. 

Why work for the State of Maine?


The bi-weekly dollar values of some State-paid benefits include:

  • 13.16% of pay to retirement for bargaining unit positions
  • The value of State-paid Dental Insurance:  $14.60 biweekly.
  • At least 85% of the health insurance premium for the employee (at least $412.23).  Participating in the Health Premium Credit Program can increase the state-paid amount by 5%.  The level of the actual value of state paid Health Insurance will be based on the employee's wage rate and status with regard to the health credit premium payment.  To explore the detailed cost of coverage for specific situations, please consult these tables.

Maine State Government is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide reasonable accommodations to qualified individuals with disabilities upon request.