Office Specialist II Supervisor Augusta

.

The Office of Information Technology is looking to fill our Office Specialist II Supervisor opening based in Augusta Maine.

The Department of Administrative and Financial Services (DAFS) Office of Information Technology (OIT) provides a wide-range of technological services to over 13000 state employees and the agencies for which they serve.

This is a confidential classification in the Office & Administrative Support Job Family which provides office and administrative support to the Office of Information Technology requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This is advanced administrative services work providing support coordination implementation and oversight of a administrative or procedural functions.

Responsibilities require using independent judgment initiative and decision-making on complex administrative matters and require proficient knowledge of modern office practices and office equipment necessary to perform diverse administrative functions. This position is responsible for supervising subordinates in the OIT Administrative Office.

WHAT WILL YOU DO

• Comply with the requirements of State policies including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• Independently compose review edit and/or approve correspondence.
• Coordinate general operating activities; evaluate work operations and procure supplies.
• Assist leadership with reviewing evaluating and providing recommendations on procedures rules and regulations.
• Docket and summarize customer complaints and present information to superiors.
• Plan organize administer and proctor training environment for the organization.
• Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
• Liaise between supervisors and internal and external sources on key matters.
• Represent supervisor/program at meetings including explaining organizational program and/or project goals when tasked.
• Attend board/committee meetings to provide secretarial services when tasked.
• Comply with human resource laws policies procedures and practices such as: AA/EEO recruitment employment position classification performance appraisals training discipline contract administration human resource components of security protocols of agency information security and confidentiality policies and employee safety in order to ensure fair and equal treatment of personnel.
• Evaluate employee performance in accordance with State of Maine Performance Management and Appraisal System.
• Coach employees in meeting performance standards.
• Discuss employee complaints/grievances with employees and determine course of action in accordance with applicable policy and coordination with superiors and Human Resources.
• Initiate recommend and/or make hiring disciplinary and termination actions.
• Participate in interviewing selecting orienting training and instructing new employees.
• Plan assign instruct review and monitor the work of support staff.
• Set and adjust employee work schedule.
• Ensure and monitor employee occupational health and safety.
• Develop and recommend work methods and administrative policies/procedures to improve existing work practices.
• Oversee and monitor effective and efficient core operations of the operational unit(s).
• Establish work objectives and assess progress.
• Adapt processes/procedures to meet new and/or changing work requirements.
• Establish operational priorities procedures and quality assurance mechanisms.
• Initiate coordinate implement and evaluate administrative activities.
• Coordinate work with external operational units/programs to enhance efficiency and achieve the achievement of operational goals.
• Adjust program/work operations and objectives to meet planned and unexpected changes.
• Analyze personnel operational and organizational issues and problems; and recommend timely and economical solutions.
• Advise superiors regarding the work/operation and act as troubleshooter.

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.

.

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.