Administrative Operations Manager (Public Service Coordinator I)

Augusta, Maine, United States | Education | Full-time | Partially remote

Apply by: March 23, 2023

Department of Education

Public Service Coordinator I

Administrative Operations Manager

-Anticipated Vacancy-


Code:    CA25      Pay Grade: 25 - $54,704.00 - $74,256.00/Annually


Open for Recruitment: March 9, 2023

Closes:  March 23, 2023



The primary purpose of this position is assisting the Director of the MSSC with internal operations, support, and administrative functions within the Office.  This position will be responsible for ensuring the following responsibilities are conducted; project management (logistics, organization, development, budget), grants management (logistics, organization, development, budget), event management (logistics, organization, development, budget), office processes, contract management, fiscal processes, policy development and adherence for office systems, office budgeting, and general staff support and coordination.  This position will also assist with the office with hiring functions.  This position will gather, interpret, and analyze data and then make operational recommendations and decisions based upon the outcome. This position will be considered a leadership role within the MSSC leading conversations on organizational process and procedure.   This position will coordinate the various lanes of service within the MSSC, the various grant processes and management in collaboration of the lane leaders (subject matter experts).  Internal and external communications and information flow will also be managed by this position.   This position will have the responsibility for managing some of the resources of the MSSC and establishing appropriate policy for their scope of authority.  This position will be necessary to assure for the efficiency and effectiveness the daily operations of the MSSC programs and services.


The various  federal grants, educational events, and  multidisciplinary projects will need to be coordinated by this position - grant duties will include contracts, budget, and deliverable tracking as well as organizing, creating, and  processing required reports and leading efforts to coordinate with our stakeholders and lanes of service within the MSSC.  Leadership skills will be required to assure efficient processes are developed between internal and external teams.


This position will also be required to gain sufficient knowledge in all aspects of school safety to be able to assist and  fill in for subject matter experts as needed.


Knowledge, Skills and Abilities:

  • Knowledge of public administration and personnel management principles and practices
  • Knowledge of organization, staffing, and financial procedures to include budgeting
  • Knowledge of contract and purchasing processes in state government
  • Knowledge of grant applications, budgeting, administrative responsibilities and deliverable monitoring and documenting
  • Knowledge of Maine State government management information systems
  • Knowledge of customer service and relationship management best practices.
  • Knowledge of data analysis tools and presentation of data and trends.
  • Knowledge of information dissemination methods and techniques.
  • Knowledge of communications and marketing process
  • Knowledge of confidentiality rules and regulations
  • Knowledge of RFP and RFA development and process
  • Ability to gather, analyze facts and information, reach logical conclusions, and make sound decisions/recommendations
  • Ability to provide guidance and technical expertise to professional and technical program staff
  • Ability to effectively lead an administrative support team
  • Ability to write clearly and effectively
  • Ability to prepare written informational materials.
  • Ability to establish and maintain effective working relationships.
  • Ability to determine, formulate, and implement program objectives.
  • Ability to articulate technical statements, policies, procedures, and practices.
  • Ability to offer excellent customer service.
  • Ability to handle confidential or sensitive content.
  • Ability to train or teach adults.
  • Ability to manage difficult conversations including appropriate listening and de-escalation skills.
  • Ability to travel between operational areas statewide and nationally
  • Ability to communicate effectively in written and oral forms
  • Ability to develop and compile a variety of records and reports
  • Flexibility to work remotely and demonstrate strong skills with virtual meeting platforms
  • Strong interpersonal communication skills
  • Strong organizational skills with specific attention to details
  • Strong interpersonal relationships with staff, and stakeholders
  • Demonstrated organizational and time management experience/abilities.
  • Proficient in Microsoft Office programs, including Word, PowerPoint, Excel, Teams, zoom.
  • Proficient at budgeting, workflow, and contract management processes


Minimum Qualifications:

A four (4) year degree in Business Administration or related field.  Education must be in the area of business, finance, management, or public administration at the post-secondary level. Candidates should have professional experience in a business, governmental, educational, or similar setting.


Preference will be given to those with supervisory, and project and event management experience.


You must submit a cover letter and resume’ to be considered for an interview.



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 Balance – Rest is essential. Take time for yourself using 13 paid holidays12 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 ($10,150.80-$11,942.16 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 ($379.60annual value). 
  • Retirement Plan – The State of Maine contributes 17.96% 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.  
  • 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


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.