Office Associate II - Maine Correctional Center

036001782

Code: 6542

Pay Grade: 13 $38,376.00 - $51,022.40 (This rate includes $2/hour Corrections Career Incentive Stipend & $0.60/hour Institutional Stipend)

Open: March 23, 2023

Close: April 5, 2023

Maine Department of Corrections is destigmatizing corrections for the betterment of all Maine communities. Through the ‘Maine Model of Corrections’, we promote the safety of our staff and residents while reducing barriers to meaningful rehabilitative opportunities. We facilitate restorative justice practices that equip justice-involved residents and clients with the skills they need to become contributing members of society upon release, including treatment, education, and job training.

We are seeking organized, team-oriented candidates with proven multitasking skills for the position of Office Associate II inside the Women’s Center at Maine Correctional Center in Windham, ME. This is office and administrative support work performing complex, varied office support tasks often requiring established skill sets, which include a solid knowledge of modern office practices and office equipment necessary to perform divergent clerical functions. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

We are committed to rebuilding lives and are searching for great team players, with a professional attitude and well-developed integrity and ethics, to join us in this mission.

Minimum Requirements

Training, education, or experience in office and administrative support work that demonstrates:

• Competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks.
  -AND-
• 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.

Licensing/Registration/Certification Requirements

• Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

Responsibilities Include:

• Operation of office equipment and knowledge of office processes and diverse clerical functions.
• Comply 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.
• Create and use varied correspondence formats and compose standard business correspondence.
• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
• Post to, amend, and/or update web pages using established content and knowledge of modern office software.
• Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized
• Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests.
• Coordinate and present workshops, training, and orientation sessions.
• Write regular and/or periodic reports.
• Administer and/or score applicable examination in accordance with set procedures.
• Track and/or monitor contracts and/or licenses.
• Collect, count, reconcile and/or deposit fees in accordance with set procedures.
• Reconcile funds and perform calculations for reports.
• Receive and greet visitors and determine customer needs.
• Advise others requesting technical assistance.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Develop standard work procedures within established guidelines.
• May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work.
• May confer with supervisor on performance appraisals of work team members.

Desirable Knowledge, Skills, & Abilities

Knowledge of:

• Principles, practices, and equipment used in graphics, illustration, and publication work.
• Information distribution through use of the internet.
• Principles and practices of informational presentations.

Ability to:

• Create and use varied correspondence formats and compose standard business correspondence.
• Prepare standard reports.
• Develop and use computerized formats and/or graphics.
• Perform basic secretarial duties.
• Administer, score, and/or correct standard examinations.
• Collect, count, reconcile and/or deposit fees in accordance with set procedures.
• Reconcile funds.
• Stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Create basic graphics/illustration/publication work to produce informational materials.
• Make standard changes to web page content.
• Coordinate and present workshops, training, and orientation sessions.
• Effectively present information to individuals/ groups.
• Determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Effectively resolve problems.
• Exercise good judgment in appraising situations and making decisions/recommendations.
• Provide ongoing leadership for a work team.
• Confer with supervisor on performance appraisals of work team members.

Working Conditions

• Working conditions for individual positions in these classifications will vary based on each agency’s utilization, essential functions, and the recruitment needs at the time a vacancy is posted.

Application Instructions

Interested applicants, click the "Apply" button and uploading a cover letter and current resume.

• Preference will be given to those candidates who in their Cover Letter show that they have proven multitasking skills and can communicate the importance working as a team.

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 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 ($9,893.52-$11,057.52 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 14.53% 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.