Office Associate II - Maine State Prison

Office Associate II - Maine State Prison

*Human Resources Support*

Pay Grade 13: $38,064.00 - $54,246.40 (Includes $0.60/hour Institutional Stipend and 2.25% Salary Adjustment)

Job Class Code: 6542

040002801

About Us:

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 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.

We are seeking organized, team-oriented candidates with proven multitasking skills for the position of Office Associate II at the Maine State Prison in Warren, 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.

Responsibilities Include:

• Submits information for new hires, status changes, and compiles weekly reports


• Assists in the processing of new hires, including uniforms, onboarding hire packets.


• Maintains facility personnel files, ensuring compliance with related local, state and federal regulations and confidentiality laws.


• Performs document scanning for processing, distribution and other functions


• Personally, handling questions, problems or requests


• Maintain applicant information.


• Maintain confidentiality of all agency information and data


• Capable of effectively functioning with minimal supervision


• Ability to work as a team member with management and peers.

Desirable Knowledge, Skills, & Abilities: 

• Ability to make sound decisions and complete assignments quickly and accurately.


• Good attention to multifarious details, with the ability to proof, verify and edit complex data, transcribe and cross reference data from computers and documents, ability to follow up in a thorough and timely manner relative to unresolved business.


• Thorough knowledge of correct business, legal and/or other technical language usage, punctuation and grammar, and their proper application to business forms, letters and records.


• Skill and accuracy in the control, organization, and maintenance of manual or electronic filing systems and records according to various methods.


• Good communication skills: ability to gather information from others and make inquiries; ability to convey information and explain or describe basic office policy and procedures to others in person or by telephone.


• Skill in operation of standard office equipment.


• Ability to understand and carry out technical and complex instructions, written and verbal, and accurately relate such instructions in full or part to others.


• Ability to coordinate several tasks and perform well under pressure; ability to fill in for and perform the duties of other unit support staff.


• Able to provide exceptional customer service through various channels, including phone, email, and in person.

MINIMUM QUALIFICATIONS: (Entry level knowledge, 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 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.

Application Instructions:

Interested applicants, click the "Apply" button and upload 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 of working as a team.

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 Fit – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leaves 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 ($12,130.04 - $14,270.62 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. 


• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).


• Retirement Plan – The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).


•  State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for part-time employment.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills.