Office Specialist I / Maine State Archives

Office Specialist I

The Office Specialist I position provides advanced office and administrative support to the Archives and serves as the first point of contact for patrons and the public. Responsibilities include assisting visitors, answering and directing phone calls, providing information and customer service, operating office equipment, and performing a variety of administrative and clerical functions. The work requires proficiency in modern office practices, the use of independent judgment and discretion, and the ability to support daily operations effectively.

This position requires a cover letter to be submitted with resume.

Join a team that fosters a culture of teamwork, integrity, and continuous improvement, offering opportunities for growth and making a meaningful impact on the lives of our citizens.

We are looking for dedicated and collaborative individuals who thrive in a fast-paced, customer-focused environment. If you are passionate about delivering outstanding public service, contributing to a high-performing team, and supporting the people of Maine every day, we want you on our team.

Key competencies we value include emotional intelligence, conflict resolution, time management, commitment to excellence, and continuous improvement.

In this role you will process financial transactions, code, compute, verify, post, reconcile, and update standard documents and financial transactions, add data about various collections into Access or Excel indexes, provide reference services, scan and index archival documents, shelve and retrieve records, communicate efficiently and professionally, add to the index for State Laws, track legislation, post to, amend, and update web pages, recommend operational improvements, determine and requisition inventory/supplies, attend meetings, transcribe meeting minutes, and more.

Knowledge and abilities include excellent written and verbal communication skills, proficiency with alphabetical and numerical filing systems, basic office practices, state procedures, and office software, familiarity with Drupal, basic research methods, state and federal statutes pertaining to records management, laws, rules, and regulations pertaining to confidentiality, document preservation methods, historical and genealogical information resources, ability to lift and carry approximately 40 pounds, ability to climb ladders, ability to work in a dirty, dusty environment, ability to maintain security of confidential records, ability to operate electronic scanning and imaging equipment, and ability to ensure safety of documents used by others.

Minimum qualifications include training, education, or experience in office and administrative support work that demonstrates competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, and the ability to use independent judgment, initiative, and discretion to make determinations on varied matters.

We believe in supporting our workforce's health and well-being with a valuable total compensation package, including work-life fit, health insurance coverage, dental insurance, and retirement plan.