Office Specialist I / Maine State Archives

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..Department: Secretary of State / Maine State ArchivesDivision: ArchivesLocation: AugustaSchedule: Monday – FridayGrade: 16Salary: $ 18.76 - $27.03Closing Date: June 18, 2026This position requires a cover letter to be submitted with resume.Join Our Team at the Department of the Secretary of State:At the Department of the Secretary of State, we are a team dedicated to providing efficient and exceptional service to our community. We prioritize work-life balance and offer excellent benefits to support our team in achieving professional success while maintaining personal well-being. 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.Are you ready to make a difference?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.About the Position: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.What We’re Looking For:Customer Service Excellence : Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.High Volume Readiness : Comfortable handling large numbers of customer interactions per day while maintaining composure and professionalism.Team Collaboration : Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.Adaptability : Adjust quickly to new procedures, policies, and technologies as agency needs evolve.Attention to Detail : A focus on accuracy and thoroughness in completing tasks and managing responsibilities. Confidently make informed decisions and stay solution-focused while managing multiple priorities without sacrificing accuracy or customer satisfaction.Clear Communication : Strong verbal and written communication skills to explain complex rules and processes in a way that is easy for the public to understand.Problem-Solving : Identify and resolve issues efficiently while maintaining a calm and helpful demeanor.Professionalism : Consistently represent the Department with respect, integrity, and accountability.Key Competencies We Value:Emotional Intelligence : Empathetic, self-aware, and able to manage high-stress interactions with tact.Conflict Resolution : Handle difficult or emotional customer situations with patience and effectiveness.Time Management : Prioritize tasks and complete assignments accurately and on time.Commitment to Excellence : Dedication to high-quality work, accuracy, and upholding public trust.Continuous Improvement : A mindset focused on improving processes, learning new skills, and supporting team development.In This Role You Will:Process financial transactions including payments from walk-in patrons, checks received by mail, and over-the-phone credit card payments.Code, compute, verify, post, reconcile, and/or update standard documents and financial transactions, processing invoices received from purchases made via Advantage and SOS Accounts Payable.Add data about various collections into Access or Excel indexes and other projects as assigned by the State Archivist and Director.Provide reference services and instruct and guide researchers in use of equipment, materials, and finding aids.Scan and index archival documents as needed.Shelve and retrieve records as requested to assist researchers.Communicate efficiently and in a professional manner, (including internal staff), to provide effective customer service.Add to the index for State Laws by copying the information from the Laws of Maine books into an Access database.Track legislation that is of interest to the Archives.Post to, amend, and/or update web pages.Recommend operational improvements.Determine and requisition inventory/supplies for the agency.Attend Maine Historical Records Advisory Board and Archives Advisory Board meetings. Transcribe meeting minutes using recordings and notes taken while in attendance at the meetings.Knowledge and Abilities:Excellent written and verbal communication skills, including grammar, spelling, and punctuation.Proficiency with alphabetical and numerical filing systems.Proficiency with basic office practices, state procedures, and office software including Microsoft Suite and Adobe Pro.Familiarity with Drupal.Familiarity with basic research methods and techniques.Knowledge of state and federal statutes pertaining to records management.Knowledge of laws, rules, and regulations pertaining to confidentiality.Knowledge of document preservation methods and techniques.Knowledge of 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, if needed.Ability to maintain security of confidential records.Ability to operate electronic scanning and imaging equipment.Ability to ensure safety of documents used by others.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 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. All positions in this classification assume the qualifications of: Office Assistant I , Office Assistant II , Office Associate I and Office AssociateApplicants must be authorized to work in the United States. Please note that this position is not eligible for visa sponsorship or STEM OPT extensions, and successful candidates will be required to complete an I-9 form upon hire.The successful candidate must pass a National Criminal Background check.Why Join Our Team?We believe in supporting our workforce's health and well-being with a valuable total compensation package, including:Work-Life Fit: Take time for yourself with 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%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find premium costs for you and your family, including the percentage of dependent coverage paid by the State.Dental Insurance: The State of Maine pays 100% of employee-only dental premiums ($387.62 annual value).Retirement Plan: The State contributes the equivalent of 14.11% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).Contact information:Questions about this position should be directed to Terri Kanaris Talent Acquisitions Specialist, via email View email address on click.appcast.io Instructions:To apply, click “Apply for this opening” and upload your cover letter, resume, and any relevant transcripts or certifications. Your resume must include month/year for each position and list related duties and responsibilities. Please note if any experience was part-time.Need a paper application? Download one [ HERE ] or call View phone number on click.appcast.io.Submit paper applications, cover letter, and resume before the closing date to:Office of Human ResourcesSecretary of State, Office of Human Resources101 Hospital StreetAugusta, ME 04330Fax: 207-624-9313We are an Equal Opportunity Employer committed to building an inclusive workplace that respects and values diversity across all background.If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting. #J-18808-Ljbffr