Office Specialist I Supervisor - Repost

Opening Date: September 9, 2024

Closing Date:  September 23, 2024

Job Class Code: 6547
Grade: 18
Salary: $19.73 – $28.41/Hour 
Position Number: 016304039

Maine Revenue Services

Office Specialist 1 Supervisor- Operations Processing Center

Join the team at Maine Revenue Services where we provide excellent service to the taxpayers of Maine.

This position is assigned to Maine Revenue Services' (MRS') Operations Processing Center (OPC). The Office Specialist I Supervisor functions under the direction of a Business Manager and is responsible for day-to-day operations including the supervision of staff assigned to the Mail Processing and Resolution Unit. Responsibilities require independent judgment, initiative, and discretion to make determinations on varied matters, MRS rules and regulations, and departmental policies and procedures.

In this role, you will:

• Supervise staff assigned to the Mail Processing and Resolution Unit.
• Provide back-up coverage for Operations Processing Center management.
• Plan, assign, review, monitor, and evaluate the work of support staff.
• Coach staff in meeting performance standards.
• Participate in interviewing, selecting, orienting, training, and instructing staff.
• Review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
• Ensure that unit backlogs are minimal and Maine Revenue Services’ service level agreements are met.
• Utilize various workflow monitoring tools to maintain statistical data for operational groups.
• Assess unit needs, recommend, and implement improvements and procedures to meet the work goals. This responsibility will include writing and maintaining unit manuals.
• Research and correct problem batches that have failed automated processing. This may include look ups in various MRS systems and/or manual searches for original tax documents within scanned paper files.

To be successful in this role, you should have:

• Knowledge of supervisory principles, methods, and techniques.
• A proven ability to be flexible and adjust to business needs while balancing multiple tasks and priorities.
• Knowledge and ability to create, edit/improve and maintain MS Excel spreadsheets for analysis and reporting.
• Highly effective communication skills with the ability to identify problems, formulate corrections, and propose recommendations for improvement to management.
• Strong time management skills and the ability to meet tight deadlines.

Preference will be given to applicants who possess:

• At least two (2) years of prior performance management experience to include creating standards and expectations for staff, conducting interim and annual reviews, and disciplinary action.
• At least four (4) years of experience completing workflow management.
• At least four (4) years of experience with electronic inventory management.

MINIMUM QUALIFICATIONS:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in 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 requiring specialized skills, and 2) the ability to use independent judgment, initiative, and discretion to make determinations on varied matters. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, Office Associate I and Office Associate II.

In order for us to properly determine if you meet the minimum qualifications, be sure your resume includes the month and year for any relevant experience listed. Your resume should include the duties and responsibilities associated with each position.

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%-95% of employee-only premiums ($11,196.96 - $12,514.32 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. 
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value).
• Retirement Plan – The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS). 

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.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.