Office Specialist II - Anticipated Vacancy

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: $20.23 - $29.14/Hour
Location: Augusta, ME

Opening Date: June 17, 2026
Closing Date:  July 2, 2026

DESCRIPTION:
The Office Specialist II will be located at 109 Capitol St, Augusta. There is a possibility of remote work as well. This position is responsible for answering phone calls and emails for the Maine State Board of Optometry, processing complaints, maintaining and administering licenses, examinations, working as a liaison for the Maine State Board of Optometry, and supporting the Board with administrative tasks. Responsibilities also include coordinating Board meetings and agendas and publishing updates on the website. This is advanced office and administrative work providing support to the coordination, implementation, and oversight having a broad scope of diverse functions. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters. Work is performed under limited supervision.

REPRESENTATIVE TASKS:
· Answer phones, take and route messages, resolve administrative issues.

· Track complaints, schedule for complaint meetings and present complaints to Board for resolution.

· Coordinate accounting and general operating activities; and assemble financial statements and procure supplies.

· Review, evaluate, and provide recommendations on program policies, procedures, and rules.

· Administer and grade licensing exams and process applications for licensure. · Assist with rulemaking process, filings, and associated workflow.

· Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.

· Liaise between Board of Optometry members lines and internal and external sources on key matters.

· Preparation for and execution of Board Meetings, including meeting postings and development of draft meeting agendas and summaries.

· Represent program at public meetings, including explaining organizational, program, and/or project goals. Attend board/committee meetings to provide administrative services.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:
· Knowledge of the principles of organization.

· Knowledge of the principles of office management.

· Knowledge of bookkeeping principles and practices.

· Knowledge of Microsoft Office Suite, including Word, Excel & Outlook.

· Ability to work independently and multitask.

· 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 solutions, reach logical conclusions, and make sound recommendations.

· Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.

· 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.

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.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS:
Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

Questions can be directed to Dr. James P Smith, O.D. 207 215-7797 [email protected] or [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 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.