Office Specialist II

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.

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Department of Professional & Financial Regulation (and Boards)

Job Class Code: 6550
Grade: 19/Administrative Services
Salary: $21.14-$30.45/Hour 
Location: Gardiner

Opening Date: October 7, 2026

Closing Date:  October 22, 2026

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Every professional license issued, every public board meeting held, and every regulatory decision made helps protect the health, safety, and well-being of Maine people. At the Office of Professional and Occupational Regulation (OPOR), we support the licensing boards and regulatory programs that help ensure Maine Professionals meet the standards that protect the public.

As an Office Specialist II, your work will directly support professional licensing boards, and regulatory operations that help protect the health, safety, and well-being of Maine people.

You'll be part of a collaborative team responsible for coordinating licensing activities, supporting public meetings, maintaining official records, assisting customers, and ensuring regulatory processes move efficiently and accurately.

DESCRIPTION:
No two days look exactly the same. You could be coordinating a licensing board meeting in the morning, helping improve an administrative process in the afternoon, and answering questions from licensed professionals throughout the day. In this role, you'll:

SUPPORT LICENSING & REGULATORY PROGRAMS

* Coordinate professional licensing activities, including evaluation applications,

verify required credentials, processes licensure applications and

documentation, and maintains official records.

* Research and interpret statues, rules, regulations, and agency policies to

answer questions and resolve complex situations.

* Assesses education and training programs; validates continuing professional

education reporting to ensure compliance with applicable licensing

requirements, board rules, and regulations.

* Analyze unique or complex situations and help applicants, licensees, and

stakeholders understand how laws, rules, and agency policies navigate

regulatory processes.

COORDINATE BOARDS & PUBLIC MEETINGS

* Coordinate board and committee meetings by preparing agendas,

assembling meeting materials, recording official minutes, and maintaining

public records.

* Serve as a liaison among agency leadership, board members, licensees,

partner organizations, and the public

* Represent the agency at meetings and public events by sharing information

about agency programs and initiatives.

* Prepares and schedules activities related to adjudicatory hearings; may

participate or testify in administrative proceedings as required.

IMPROVE PROGRAM OPERATIONS

* Provides technical and systems assistance to licensees, applicants, board

members, staff, regulatory officials, attorneys and the public.

* Identify opportunities to streamline processes, improve customer service,

and recommend new approaches that make agency operations more

efficient and responsive.

* Research issues, evaluate information, and prepare recommendations that

support informed decision-making.

SUPPORT BUSINESS & FINANCIAL OPERATIONS

* Assist with budgets, purchasing, financial reporting, and other administrative

operations.

MAINTAIN PUBLIC TRUST

* Track complaints and inquiries, organize information, and help ensure issues

are routed appropriately for review, investigation, and resolution.

* Protect confidential information and ensure compliance with state policies

related to information security, human resources protocols, records

management, and privacy.

* Provide professional, responsive customer service while building positive

relationships with internal and external stakeholders.

WE ARE LOOKING FOR SOMEONE WHO CAN

* Plan, prioritize, and coordinate multiple projects while adapting to changing

business needs.

* Coordinate meetings, licensing activities, and other operational functions

with accuracy and attention to detail.

* Represent the agency professionally and build productive working

relationships with colleagues, board members, licensees, applicants and

other stakeholders.

* Exercise discretion and sound judgment when handling confidential or

sensitive information and responding to inquiries.

* Research, interpret, and apply laws, regulations, policies, and procedures to

routine and complex situations.

* Analyze information, identify issues, and make thoughtful recommendations.

* Ability to understand and promote management goals as they affect day-to-

day and long-term operations.

* Ability to effectively represent the organization at internal and external

meetings.


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 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.

For additional information about this position or to request a paper application, please contact Stephanie Hayes via email at [email protected] 

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. Vacation leave 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 ($11,857.68-$13,950.24 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. 
• Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.
• 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. For more information, visit the Federal Student Aid office.
• 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. All employees who are welcoming a child—including fathers and adoptive parents—receive forty-two (42) consecutive calendar days of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act. 
• 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. 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 anything less than full-time.

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. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.

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 including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.

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. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

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 experience and passion set you apart.

If you require a paper application, please download and print one HERE

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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.