Office Associate I - Central Files

Job Class Code: 6540
Grade: 11
Salary: $16.54-$21.96 (all new hires start at $16.54)
Opening: February 15, 2024

Closing: March 1, 2024

The Secretary of State, Bureau of Motor Vehicles, is seeking candidates for an Office Associate I in the Records Retention Section of Administrative Services. This position is part of a team responsible for entering the Maine Motor Vehicle exam, history and electronic registrations. The processing of these documents is needed for law enforcement, municipalities and the citizens of Maine to conduct their business. This position is responsible for sorting and delivering mail, preparing documents for scanning and validations that are received by the section from the other various sections throughout the bureau. The position researches, locates documents and provides copies. These copies may be found in hard paper copy, roll film, microfiche or digital. This position process a high volume of data and requires independent judgment in handling exceptions to established work assignments, priorities and schedules. In addition, the position may be asked during absences, to assist in other areas within the section including the switchboard.

REPRESENTATIVE TASKS:

• Processing of data by using data entry equipment and Oracle/Unibase/Kofax software on a personal computer.
• Work involves the accurate and rapid validation/verification of data in standard form, scanning documents and validation/export.
• Sorts and delivers mail.
• Validation and verification of electronically imaged documents, verifies for correctness and completeness.
• Work is repetitive and routine in nature.
• Review, convert, enter, and correct the input of numeric, alphabetic, standard, and free form data to computerized format.
• 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.
• Apply procedures, evaluate information, and make determinations from set data.
• Establish and maintain computerized and/or manual filing systems.
• Note and report computer hardware, software, and user program anomalies.
• Correspond with the internal customers to receive/provide information and/or adjust complaints.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:(These are required to successfully perform the work assigned.)

• Knowledge of query and research techniques.
• Ability to lift and carry 25 pounds.
• Ability to establish and maintain computerized and/or manual filing systems.
• Ability to apply procedures, evaluate information, and make determinations from set data.
• Ability to effectively monitor and ensure the flow and accuracy of data input and output in electronic form.
• Ability to organize, amend, transfer information, and present in modified form.
• Ability to recognize computer hardware, software, and user program anomalies.
• Ability to determine and requisition inventory/supplies.
• Ability to communicate effectively.
• Ability to write clearly and effectively.
• Ability to provide ongoing responsibility to train co-workers and assign and review the work.

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

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 solid knowledge of modern office practices to perform complex office support tasks that are similar in nature, and 2) the ability to use independent judgment in handling exceptions to established work assignments, priorities, and schedules. All positions in this classification assume the qualifications of: Office Assistant I, and Office Assistant II.

For more information or questions, please contact: Jennifer.M.Wilson@maine.gov or call (207) 624-9012.

BENEFITS:

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 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%-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 ($350.40 annual value).

• Retirement Plan – The State of Maine contributes 13.41% 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.
• Tuition Reimbursement - Further your career and your education with tuition reimbursement for job-related courses.
• 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 six 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.

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.

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