Office Associate II - Maine State Prison, Warren.

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.

.

Maine Department of Corrections (MDOC) is destigmatizing corrections for the betterment of all Maine communities. Through the ‘Maine Model of Corrections, we promote the safety of our staff and residents while reducing barriers to meaningful rehabilitative opportunities. We facilitate restorative justice practices that equip justice-involved residents and clients with the skills they need to become contributing members of society upon release, including treatment, education, and job training.

The Department of Corrections is accepting applications for an Office Associate II position at the Maine State Prison in Warren, Maine. This position is open to current Maine DOC employees and all outside applicants.

This position provides office and administrative support to Maine State Prison. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is office and administrative support work performing complex, varied office support tasks often requiring established skill sets which include a solid knowledge of modern office practices and office equipment necessary to perform divergent clerical functions. Work is performed under general supervision.

TYPICAL DUTIES:

• 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.

• Create and use varied correspondence formats and compose standard business correspondence.

• Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form.

• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.

• Post to, amend, and/or update web pages using established content and knowledge of modern office software.

• Examine documents/information, determine facts, detect errors and irregularities, and act as authorized

• Receives, signs for, and delivers accountable mail (express, registered, certified, and insured) to maintain accountability and control.

• Collects, packs, and labels printed materials to prepare materials for delivery.

• Inputs, arranges, codes, transcribes, corrects, and/or posts standard forms and free-form data for data entry.

• Organizes, records, and maintains computerized and/or manual files.

• Query for data via telephone, computer, and/or written/oral communication.

• Explain, inform, and/or initiate calls on routine matters.

• Refer non-routine inquiries to appropriate resource.

• May lead the work and provide guidance to co-workers on a project or intermittent basis to improve worker skills and maintain flow of work.

REQUIREMENTS:

• Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work.

• Knowledge of information distribution using the internet.

• Knowledge of the principles and practices of informational presentations.

• An ability to create and use varied correspondence formats and compose standard business correspondence.

• Ability to prepare standard reports.

• Ability to develop and use computerized formats and/or graphics.

• Knowledge of customer service methods and techniques.

• Ability to communicate effectively with customers.

• Ability to determine facts, detect errors and resolve problems.

• Ability to follow oral and written instructions.

• Ability to establish and maintain effective working relationships.

• Ability to recommend and provide input on procedures and work methods.

MINIMUM QUALIFICATIONS:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. 

All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

State of Maine Benefits:

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 well-being with a valuable total compensation package, including:

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave. When you or immediate members of your family are ill, utilize 12 days of sick leave per year.
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums ($12,213.60-$13,650.48 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 ($365.28 annual value).
• Retirement Plan – The State of Maine contributes a percentage of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
• Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
• Health and Dependent Care Flexible Spending Accounts – Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
• Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.
• Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
• Parental Leave – 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. Additionally, unpaid leave may also be available under the Family and Medical Leave Act.
• Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.

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 part-time employment. 

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 accommodation is provided for qualified individuals with disabilities upon request.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply for 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.

REMINDER: Current state employees should apply for new open positions through PRISM using the “Find Jobs” report within the system, not through the external career page. More information on how to apply for jobs in PRISM can be found on the PRISM Learning - Home page under “Job Aids”. Please contact your HR team with any questions or for support.

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

.

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.