Office Associate II - Anticipated Vacancy Sanford , Maine , United States | Administrative & Office Support | Full-time Apply by: Feb. 27, 2025 Apply with Linkedin Apply Department of Defense, Veterans & Emergency ManagementJob Class Code:6542 Grade: 13/Administrative Services Salary: $17.30-$24.91/Hour Location: SpringvaleOpening Date: February 12, 2025Closing Date: February 27, 2025 Maine Bureau of Veterans’ Services (MBVS) is excited to be hiring at Southern Maine Veterans’ Memorial Cemetery (SMVMC) in Springvale, Maine. Our mission at MBVS is to be the primary advocate for Maine’s veterans, their family members, and service members currently serving and transitioning from the military. This position is the primary point of contact and the leading customer service representative at SMVMC. It requires a great deal of support for families and funeral homes while assisting with coordinating internments. The ideal candidate would have experience and a strong understanding of client management software or similar programs, Microsoft Office (specifically Excel, Outlook, Teams, and Word), general office practices and standards, and strong written, verbal, and interpersonal communication skills. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. Primary responsibilities include: + Receive and greet visitors and determine customer needs. + Create and use varied correspondence formats and compose standard business correspondence. + Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized + Perform routine secretarial duties such as completing work schedules, arranging appointments, arranging travel/lodging, and reviewing documents to respond to requests. + Advise others requesting technical assistance in accordance with established standard operating procedures. + Apply an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements to routine individual cases. + Develop standard work procedures within established guidelines. + Collect, count, reconcile, and/or deposit fees in accordance with set procedures. + May provide ongoing leadership for a work team with the responsibility to schedule, instruct, assign, review, and monitor the work. + May confer with supervisor on performance appraisals of work team members. Skills or knowledge required: + Knowledge of federal and state Veterans’ cemetery operating procedures and burial benefits. + Knowledge of information distribution through the use of the internet. + Ability to create and use varied correspondence formats and compose standard business correspondence. + Ability to develop and use computerized formats and/or graphics. + Ability to perform basic secretarial duties. + Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology. + Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements. + Ability to effectively present information to individuals/ groups. + Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures. + Ability to effectively resolve problems. + Ability to exercise good judgment in appraising situations and making decisions/recommendations. + Ability to confer with supervisor on performance appraisals of work team members. 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. Preference will be given to candidates that demonstrate experience with: 1. Client management software 2. Competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks 3. The ability to make independent decisions about the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. 4. Administrative work at a cemetery. • All veterans who meet the minimum qualifications for this will be contacted for an interview. *Please email the Maine Bureau of Veterans’ Services at mainebvs@maine.gov if you need assistance acquiring your DD Form 214 for proof of service. Contact information: Questions about this position should be directed to Amanda Worth Amanda.worth@maine.gov 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. In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period. Any experience that was not full-time employment should be identified as such. If you require a paper application, please download and print one here https://www.maine.gov/bhr/state-jobs/application-process or contact our office at 207-623-6700. Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Security & Employment Service Center, 45 Commerce Drive, Augusta, ME 04330 or faxed to 207-287-2018. Be sure title of the job you are applying for is included. Applications cannot be accepted after the posting closing date. 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 thepremium 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) for MSEA, or 18.09% for Confidential employees. State employees are eligible for anextensive and highly competitive benefits package (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from theOffice of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) . 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.