Office Specialist II Corporations, Elections & Commissions

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Department: Secretary of State / Corporations Elections & Commissions

Division: Elections Administration Audits and Training / Confidential

Location: Augusta

Schedule: Monday Friday 8:00 a.m. 5:00 p.m.

Grade: 20

Salary: $22.63 - $32.54

Closing Date: August 12 2026

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 excellent 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.

We are looking for dedicated and collaborative individuals who thrive in a fast-paced customer-focused environment. If you are passionate about delivering outstanding public service contributing to a high-performing team and supporting the people of Maine every day we want you on our team.

We are seeking an enthusiastic talented and resourceful person for an Office Specialist II position located in Augusta position provides advanced administrative service work in support of the Divisions of Elections Administration Audits and Training. This role blends an important public facing component with other responsibilities requiring independent judgment initiative and decision-making on complex administrative matters. Proficient knowledge of modern office practices is required. The hours of this position are Monday through Friday from 8 a.m. to 5 p.m. in office (not remote) and periodic overtime during peak election and petition certification times.

• Adaptability: Adjust quickly to new procedures policies and technologies as agency needs evolve.
• Attention to Detail: A focus on accuracy and thoroughness in completing tasks including the ability to compose review proof and accurately edit Division materials.
• Clear Communication: Strong verbal and written communication skills.
• Problem-Solving: Utilize critical thinking skills to Identify and resolve issues efficiently
• Professionalism: Commitment to non-political bias-free work that ensures trust transparency and fair election administration. Strict adherence to nonpartisanship is required for this position by state law. Professionally represent the organization in the workplace and with all public facing interactions.
• Customer Service Excellence: Demonstrated ability to provide courteous accurate and efficient service in a fast-paced setting with a diverse public.
• Team Collaboration: Work effectively within a team supporting shared goals and contributing to a respectful productive workplace.

• Emotional Intelligence: Empathetic self-aware and able to manage high-stress interactions with tact.
• Conflict Resolution: Handle difficult or emotional customer situations with patience and effectiveness.
• Time Management: Prioritize tasks and complete assignments accurately and on time.
• Commitment to Excellence: Dedication to high-quality work accuracy and upholding public trust.
• Continuous Improvement: A mindset focused on improving processes learning new skills and supporting team development.

• Compose edit and respond to requests for information from members of the public election officials and other state and municipal officials on behalf of the management team.
• Acti as key administrative support for the Divisions of Election Administration Audits and Training including front desk and phone coverage.
• Receive and review filings from municipal election officials to ensure compliance with proper procedures; following up with officials to resolve issues and determine that correct information is received.
• Assist with procedural review audits such as securing accessible voting places and maintaining municipal official training records.
• Proof data for accuracy including ballot content candidate and citizen initiative petitions Returns of Votes Cast and voter records in the Central Voter Registration (CVR) system.
• Procure supplies for the Division staff.
• Locate and secure appropriate venues for training sessions or audit work and coordinate travel arrangements.

• Experience or demonstrated ability in public service.
• Ability to conduct research gather information and analyze results to reach a conclusion and/or make recommendations.
• Knowledge of or the ability to learn computer systems including the central voter registration system.
• Strong written and oral communications skills.
• Strong attention to detail.
• Experience and comfort working in teams.
• Experience with election administration.
• Demonstrated Excel Competency

Entry level knowledges skills and/or abilities may be acquired through BUTARENOTLIMITEDTO the following coursework/training and/or experience.)

Training education or experience in administrative support work that demonstrate 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.

The successful candidate must pass a National Criminal Background check.

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. Use this chart to find premium costs for you and your family including the percentage of dependent coverage paid by the State.

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 18.91% of the employees pay towards the Maine Public Employees Retirement System (MainePERS).

To apply click Apply for this opening and upload your cover letter resume and any relevant transcripts or certifications. Your resume must include month/year for each position and list related duties and responsibilities. Please note if any experience was part-time.

Need a paper application Download one HERE or call .

Submit paper applications cover letter and resume before the closing date to:

Office of Human Resources
Secretary of State Office of Human Resources
101 Hospital Street
Augusta ME 04330
Fax:

We are an Equal Opportunity Employer committed to building an inclusive workplace that respects and values diversity across all backgrounds.

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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.