Office Specialist II Supv

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OS II Supervisor (Admin Asst. to Director) – (060950051)  

Department of Professional & Financial Regulation (and Boards)

Job Class Code: 6551
Grade: 21/Administrative Services
Salary: $21.21-$30.49/Hour
Location: Gardiner

Opening Date: July 17, 2026

Closing Date: July 31, 2026

Join the Team at the Office of Professional and Occupational Regulation

At the Office of Professional and Occupational Regulation (OPOR) we are committed to protecting the health and safety of the public in Maine. We offer work-life balance and great 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.

Do you want to make a difference?

We are looking for a dedicated and collaborative individual who thrives in a dynamic environment. If you are passionate about making a difference, and being part of a positive, service-focused culture, we want you on our team.

As the Administrative Assistant to the Director, your primary role is provide direct administrative support services to the Director and the agency's management team. This work includes advanced office and administrative work providing supervision and direct support to the coordination, implementation, and oversight of professions and occupations regulated within the agency. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative processes.

Primary responsibilities include:  

• Supervisory/Personnel: oversees and directs the work of an Office Associate II; conducts performance evaluations and is responsible for setting priorities/goals in the professional development of staff in compliance with the requirements of the agency's strategic plan and state policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• Liaison: serves as the Director's liaison among internal and external sources on key matters and represents the Director at public meetings, including explaining the agency's organization and strategic goals. Provides technical and administrative support at agency meetings.
• Communications/Correspondence:  manages daily inquiries and independently provides responses to complex regulatory matters from board members, attorneys, applicants, licensees, complainants, the general public, and legislators on behalf of the Director.
• Policies/Procedures Development and Training: identifies, develops, and implements work flow and administrative policies to improve existing work practices. Develops standard operating procedures in coordination with the management team regarding licensure procedures, accounting procedures, and coordinates administrative staff trainings on use of policies and procedures.
• Fiscal Management/Travel Requests: responsible for managing the agency's procurement accounts, requests for travel, expense reimbursement vouchers, assists in the collection of date to develop budgets and work programs; coordinate accounting and general operating activities such as processing accounts payable/accounts receivable; evaluates operational needs, and procures contracted services such as expert witnesses, court reporters, special services.
• Reporting Responsibilities: tracks, compiles, and submits various statutory and legislative reports on behalf of the Director including maintenance of a board membership database.
• Website Coordinator: manages content and technical components of the agency's website in coordination with the management team to comply with state website requirements.
• Technical Responsibilities: serves as a primary contact to the agency's licensing, inspection and case management needs, including use of technology to maintain agency records, tracking requests for public records, prepares and disseminates materials electronically in preparation for agency meetings.
• Legislative/Rulemaking responsibilities: tracks, monitors and corresponds on legislative and rulemaking initiatives.

Skills or knowledge required:

• Knowledge of the principles of organization.
• Knowledge of the principles of office management.
• Ability to compose, review, and edit complex and/or technical business correspondence.
• Ability to use discretion and judgment in dispensing information. 
• Ability to initiate, coordinate, implement, and evaluate administrative activities.
• Ability to analyze problems, offer solutions, reach logical conclusions, and make sound recommendations.
• Ability to understand and promote management goals as they affect day-to-day and long-term operations.
• Ability to effectively plan and adjust work operations to meet planned and unexpected changes.
• Ability to effectively represent the organization at internal and external meetings.
• Strong technical skills working with electronic data systems.

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.

Contact information:

Questions about this position should be directed to Penny Vaillancourt; [email protected] (207)441-7153.

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 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 ($12,845.82 - $15,112.76 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 ($395.72 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).

• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receive six weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.

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.

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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.