State of Maine

Position: Office Specialist II (Confidential)

Department: Department of the Secretary of State, Office of Information Services

Schedule: Monday–Friday, 8:00 AM – 5:00 PM

Job Class: 6592

Salary: $45,697.60 – $63,190.40 annually

Closing Date: July 7, 2025

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 significant 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 seeking dedicated and collaborative individuals who excel in a dynamic, growth-focused environment. If you are passionate about making a difference, driving success, and being part of a positive team culture, we want you on our team.

About the Position:

We are seeking a highly organized and proactive professional for the Office Specialist II (Confidential) position in the Office of Information Services. This position provides administrative backbone support for our team, ensuring operational continuity across licensing renewals, procurement coordination, policy management, communications, and workforce support.

The ideal candidate will have a strong sense of ownership, excellent communication skills, and the ability to maintain meaningful working relationships with staff across all levels. This person will manage multiple priorities with autonomy and professionalism while fostering a positive culture through responsiveness, clarity, and consistency.

You will play a vital role in managing documentation, coordinating hiring logistics, supporting contract employees and staffing firms, and serving as a key liaison between Information Services leadership and internal stakeholders.

What We’re Looking For:

• Team Collaboration: Ability to work across multiple teams and maintain strong internal relationships to ensure timely and effective support.
• Communication Skills: Clear and professional communication, with the ability to explain complex concepts in accessible language.
• Adaptability: Comfortable navigating fast-paced, tech-oriented environments, especially in the context of organizational IT (OIT) processes and terminology.
• Problem-Solving: Demonstrated ability to independently resolve challenges and stay on top of evolving needs across a large team.
• Attention to Detail: Strong accuracy and accountability in maintaining procurement records, staffing forms, directories, and documentation.
• Professionalism: Serve as a trusted administrative partner who maintains confidentiality, prioritizes responsibilities, and represents the office with integrity.

Key Competencies We Value:

• Procurement and Contracting Awareness: Experience supporting purchasing, renewals, or contract forms.
• Staffing Support: Familiarity with hiring logistics, such as scheduling interviews, managing candidate communications, and coordinating with staffing agencies.
• Time & Records Management: Proven ability to manage timesheets, support invoicing, and oversee administrative tracking tools.
• Inbox and Workflow Management: Comfort managing shared inboxes and ensuring communications are addressed or escalated in a timely manner.
• Tech-Awareness: Ability to operate effectively in an environment where technical language, vendor relationships, and organizational IT practices are part of the daily workflow.
• Relationship Management: Strong interpersonal skills, with the ability to support a positive culture by staying connected to the needs of various team members and proactively anticipating challenges.

In this role, you will:

• Manage administrative responsibilities for software license renewals, maintenance contracts, and procurement coordination.
• Support hiring processes, including scheduling interviews, preparing materials, and coordinating with hiring managers and staffing agencies.
• Monitor, manage, and respond to multiple shared inboxes—particularly during staff absences—to ensure operational continuity.
• Assist contract staff and their managers with timesheet tracking, invoice coordination, and contract amendments.
• Maintain and update organizational charts, directories, and key team documentation.
• Support internal policy updates and circulate updated policies across the team.
• Provide scheduling, meeting support, and logistical coordination for technical training and interdepartmental meetings.
• Maintain a pulse on the operational needs of the division’s technical staff and serve as a connector between team members and leadership.
• Represent the department professionally in both internal and external interactions.

Preferences will be given to candidates who have:

• Experience working in or with an IT or organizational technology environment.
• Familiarity with State of Maine procurement processes, contract support, or vendor coordination.
• Previous administrative experience supporting a department director or senior leadership.
• Experience managing documentation or policies for a multi-layered team.
• Proven ability to work independently while managing multiple priorities.
• Strong relationship-building skills and a history of fostering a positive, service-oriented workplace culture.

Minimum Qualifications:

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

1. Competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and
2. The ability to use independent judgment, initiative, and decision making on complex administrative matters.

All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, Office Associate I, Office Associate II and Office Specialist I.

Applicants 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.

Why Join Our Team?

No matter where you work across Maine state government, you’ll be part of a workforce that embodies our state motto—"Dirigo" or "I lead"—providing essential services to Mainers every day. 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.
• 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 18.09% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

Contact information:

Questions about this position should be directed to:

Matthew Dudley at Matthew.S.Dudley@Maine.Gov

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, and copies of any transcripts or certifications you wish to have considered while evaluating your application.

To ensure accurate review, your resume must include month and year for each work experience entry, and clearly outline responsibilities. Please identify part-time, seasonal, or volunteer experience accordingly.

If you require a paper application, please download and print one HERE or contact our office at 207-441-4512. Paper applications for this posting should be submitted along with cover letter and resume before the closing date to:

Secretary of State Office of Human Resources

29 State House Station

Augusta, ME 04330

Fax: 207-624-9313

Be sure to include the job title you are applying for on all submissions. Applications cannot be accepted after the posting closing date.

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

Note: Benefits may vary based on specific collective bargaining agreements and are prorated for positions less than full-time.

There’s a job—and then there’s purposeful, transformative work. Our goal is to create a workplace where you can learn, grow, and refine your skills. Applicants demonstrate job requirements in different ways, and we appreciate that diverse experiences help people thrive in this role.

As an Equal Opportunity Employer, the State of Maine embraces a culture of respect and inclusion. We are committed to creating a strong sense of belonging for all team members and welcome applicants of all backgrounds, including race, color, sex, sexual orientation, gender identity, disability, religion, age, ancestry, national origin, familial status, or genetics.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply only when they meet every requirement. If you’re reading this and hesitating, we encourage you to apply anyway! Let us know how your lived experience and passion set you apart.

Read Full Description