Program Support Specialist

Position: Office Specialist II (Confidential)
Department: Department of the Secretary of State Office of Information Services
Schedule: MondayFriday 8:00 AM 5:00 PM
Job Class: 6592

Salary: $45697.60 $63190.40 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 Were 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 inboxesparticularly during staff absencesto 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 divisions 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 youll be part of a workforce that embodies our state mottoDirigo or I leadproviding essential services to Mainers every day. We believe in supporting our workforces 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 ($11196.96 - $12514.32 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 employees pay towards the Maine Public Employees Retirement System (MainePERS).

Contact information:

Questions about this position should be directed to:
Matthew Dudley at

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 . 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:

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.

Theres a joband then theres 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 youre reading this and hesitating we encourage you to apply anyway! Let us know how your lived experience and passion set you apart.