Office Associate Ii

Maine Revenue Services

Office Associate II

Income/Estate Tax Division

Code: 6542                       Pay Grade: 13 – $31,075.20-$43,014.40/Annually

OPEN FOR RECRUITMENT:  May 20, 2021

Job Description

This position will provide office and administrative support work performing complex, varied office support tasks often requiring the operation of technical office equipment.   Responsibilities require independent judgment, initiative and discretion to make determinations on varied matters, ensuring appropriate processes are followed.  The ability to maintain knowledge of tax procedures and tax forms is essential for this position.  Effective communication skills, attention to detail and accuracy will be necessary.

REPRESENTATIVE TASKS:

• Perform mail room functions such as sorting mail, utilize electronic machinery to slice envelopes, and prepare tax documents and checks for imaging using standard and specialized equipment.
• Open, screen and batch tax returns and other documents for processing.  Provide quality checks of previously prepared batches.  This will require the ability to sit for extended periods.
• Operate high speed scanning equipment, identifying error output, and reporting and correcting errors.  This will require standing for extended periods; lifting and moving boxes; pushing and pulling cages of boxes.
• Provide courier service between MRS offices and other state agencies using a state van.  This will include retrieving, sorting and distributing mail, and will require the ability to lift 50 lbs.
• Perform complex data capture functions utilizing the Tax and Revenue Image Processing System (TRIPS).  This will require the ability to sit for extended periods. 
• Train state and contract staff on TRIPS keying modules, mail handling, and/or imaging with a goal of accurate processing of data.  Provide feedback to staff and supervisors. 
• Timely and appropriate processing and posting of funds received without supporting returns and/or documentation.  This requires research in various systems to identify proper revenue and liability accounts to apply payments.  It is expected that this position learns and understands how to utilize MERITS for both research and the creation of F501(period payments) to accompany the money through TRIPS.
• Timely and accurate processing of 1st class and certified mail.  This process includes a time-sensitive process of completing address verification and re-mailing to meet service level agreements with MRS divisions. 
• Provide customer service via phone to taxpayers and MRS staff.
• Handle cash payments received from taxpayers.

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.

Please note: All candidates applying for a position at Maine Revenue Services will be subject to a tax clearance check.  In order to be selected for a position, an applicant must have filed all his or her Maine returns and paid all Maine tax liabilities.

For all candidates not currently employed at Maine Revenue Services:  State law requires that applicants seeking initial employment with Maine Revenue Services undergo a fingerprint based state and federal criminal history record check.

BENEFITS

The bi-weekly dollar values of some State-paid benefits for full-time employees include: $14.60 for dental insurance; 14.11% of employee’s pay towards retirement; and, depending on the employee’s annual pay, at least 85% ($400.34) of health insurance premiums (more information is available here). Participation in the Health Premium Credit Program can decrease state-paid health insurance benefits by 5%.

The State of Maine is an Equal Opportunity/Affirmative Action employer.  We provide reasonable accommodations to qualified individuals with disabilities upon request.