Office specialist i

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State.

Opening Date: October 20, 2026
Closing Date: November 3, 2026
Grade/ Admin Unit: 16 / Administrative Services
Job Class Code: 6546
Salary: $19.60 - $28.25 / Hourly
Position Number: 016303899
Location: Augusta

DESCRIPTION:

This position provides administrative support performing complex, varied office tasks requiring the operation of technical office equipment. Responsibilities require using independent judgment, initiative, and discretion to make decisions on various matters, including the interpretation of tax laws, MRS rules and regulations, and departmental policies and procedures. Required abilities include maintaining knowledge of tax procedures and tax forms, as well as ensuring appropriate processes are followed. Necessary skills consist of effective communication, exceptional customer service, attention to detail, and accuracy. This position requires adaptability due to the cross-functional aspects of the job.

REPRESENTATIVE TASKS:

An Overall View

The day is service-driven and adaptive, balancing structured queue work with real-time taxpayer interaction and frequent shifts in priority.

Preparation & Readiness

Focused data entry for tax returns, payments and related documents. Work is an individual but as part of a larger team; detail-heavy; accuracy-driven. Settling into rhythm—speed matters, but zero errors matter more. This block sets momentum for the day and requires sustained concentration with minimal interruption.

Early Demand

As phone lines open, you begin answering incoming taxpayer calls, providing clear guidance while interpreting tax laws, MRS rules, and TCC procedures. Early calls often set the tone—taxpayers needing direction, reassurance, or clarification—so the morning requires calm communication and strong customer-service skills. This period blends structured work with live interaction, and priorities can shift quickly based on call volume.

Processing & Resolution

As call flow stabilizes, more time is spent in assigned processing queues. Keying data for tax returns and related documents. Processing suspended payments and suspended returns. Working through taxpayer emails. This is a detail-heavy stretch that requires sustained focus and precision, with frequent reference to tax forms, procedures, and internal guidance. Calls still come in, so the workday alternates between deep concentration and immediate response, often multiple times an hour.

Cross-Functional Support & Complex Cases

Work can often become more varied and judgment based. You may be assigned more complex items, help resolve unusual taxpayer situations, or assist other OPC units as needs shift. This is also when cross-training support happens—answering questions, demonstrating procedures, or helping newer staff navigate systems and workflows. Adaptability is key here: priorities may change quickly depending on call volume, backlog levels, or operational needs identified by management.

Completion & Continuity

The final part of the day focuses on closing loops—finishing assigned work items, ensuring documentation is complete, and confirming that processed items meet accuracy and policy standards. Any updates needed for tracking or statistics are completed so the next day starts with reliable information.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:

• 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:

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.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS:

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

APPLICATION INSTRUCTIONS:

Please submit a cover letter along with a current resume and three (3) professional references.

CONTACT INFORMATION: For more information or questions specific to the position, please contact recruiting.ggsc@maine.gov

The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.

BENEFITS OF WORKING FOR THE STATE OF MAINE:

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.
• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($11,857.68-$13,950.24 annual value), depending on salary.
• Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%.
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
• Retirement Plan – The State of Maine contributes 14.06% 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.
• 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.
• Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness.

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.

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.