Office Associate II - Office of School and Student Supports

Augusta , Maine , United States | Education | Full-time

Apply by: May 28, 2024

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DEPARTMENT OF EDUCATION

OFFICE OF SCHOOL AND STUDENT SUPPORTS

Opening Date: May 13, 2024

Closing Date: May 28, 2024

Job Class Code: 6542

Grade: 13

Salary: $16.80 - $23.25

Position Number: 014006308

Purpose:

This is a clerical and technical support position for the Office of School and Student Supports which oversees the Climate, Culture, and Resilience Team; Coordinated School Health Team; and School Approval and Enrollment Team. Their expertise includes but is not limited to school health, health education, physical education, school climate, school counseling, trauma-informed practices, social and emotional learning, restraint and seclusion, migrant education support, truancy and dropout prevention, homelessness resources, and school approval and enrollment. The position is responsible for compiling and coordinating materials related to the work of the Office of School and Student Supports as well as assist in completing contracts and professional development planning.

Job Duties:

• Assists the Office of School and Student Supports staff in preparing and tracking contract agreements related to their work in order to provide effective administration of program requirements.

• Coordinates with staff to schedule, organize, and prepare materials for site monitoring visits, professional development activities, track communication and documentation related to these in order to ensure organized and effective management of the programs and activities.

• Coordinates with staff to plan, organize and prepare workshop materials , develop and format documents, email announcements and other informational resources distributed to SAUs in order to ensure that customer service needs are met; that Department directives and state and federal laws and rules are implemented; and that education and related services delivery are integrated for maximum efficiency.

• Fully participates in monthly team meetings, including taking notes, preparing agendas and minutes, and compiling informational resources, and contributing an administrative perspective to team discussions, in order to be engaged in the common work of the team.

• In consultation with the Office of School and Student Supports staff, maintains webpages of this team in order to provide accurate and timely information to the Department, school units, and the public.

• Coordinates with Office of School and Student Supports staff in the preparation, submission, and tracking of invoices and purchase orders in order to support effective management of the team’s fiscal resources.

• Assists in preparing, coding, and tracking contract agreements, amendments, and invoices in workflows and Advantage, accurately and timely.

• Assist team members with travel authorization, travel reimbursement, purchasing, ordering computers, nametags, conference registrations, and other administrative tasks.

• Works with staff to assist with preparation for PD training, conferencing, and corresponds to participants with follow-up emails containing surveys and certificates.

• Maintains health records database, mails health record orders, bills out to schools, and corresponds to schools following standard operating procedure set in place.

• Reconciles Purchasing card expense reports accurately and submits by deadlines set forth.

• Secures signatures in DocuSign.

• Manages webpage edits and updates.

• Other duties as required.

  Knowledge, Skills and Abilities:

• Ability to use applicable computer programs.

• Ability to perform basic secretarial duties.

• Ability to effectively solve problems.

• Receive incoming requests from the field and determine the customer's needs.

• Ability to gather and compile information.

• Ability to monitor and maintain inventory/supplies.

• Ability to review documents and examine for completeness.

• Ability to maintain computerized and/or manual information.

• Ability to operate modem standard office equipment.

• Ability to collect, reconcile and/or deposit fees in accordance with procedures .

• Ability to effectively give/obtain basic, non-technical information.

• 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 effectively communicate orally and in writing within the workplace and with the public.

• Ability to make standard changes to webpage content.

• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.

• Ability to track and monitor contracts.

• Ability to develop standard work procedures within established guidelines.

• Some occasional statewide travel may be necessary.

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.on.

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%-100% of employee-only premiums ($10,523.28-$12,380.40 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 ($350.40 annual value).

• Retirement Plan – The State contributes the equivalent of 13.41% 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 (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office 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 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 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.