Office Associate II

Office Associate II Join the team at Maine Revenue Services where we provide excellent service to the taxpayers of Maine. This position provides administrative support within the Mail Processing & Resolution Section (MPR) Unit of the Maine Revenue Service's (MRS), Operations Processing Center (OPC), performing complex, varied office tasks requiring the operation of technical office equipment. Responsibilities require using independent judgment, initiative, and discretion to make decisions on various matters in accordance with departmental policies and procedures including mail processing and research. Necessary skills consist of effective communication, attention to detail, accuracy, organization, and prioritization. This position requires adaptability due to the cross-functional aspects of the job. Daily key responsibilities include: An Overall View The day follows a time driven, production-focused cadence. There are clear processing deadlines throughout the day, so work moves in focused blocks, alternating between seated, high-accuracy data entry and active mail-handling tasks. A balancing of accuracy and volume - accuracy being a constant; volume dictating pace. Mail Flow and Coordination Retrieve, sort, prepare, and distribute letters by established deadlines. Sort, slice, and prepare incoming mail by established deadlines. Prepare outgoing mail by established deadlines. This is where adaptability shows up - you're switching between hands-on handling, quality checks, and light coordination to keep mail moving smoothly. Processing and Problem-Solving Assign and oversee incoming mail to ensure daily goals are met. Correct barcodes and prepare documents/checks for scanning. Process in-office cash with strict accuracy controls. Operate high-speed scanning equipment while monitoring for errors. Research payments that lack documentation or require manual allocation. Process mail within service levels. This phase blends routine processing with investigative work, requiring judgment when documentation is incomplete or unclear. Precision and Momentum Focused data entry for tax returns, payments and related documents. Work is an individual as part of a larger team, detail-heavy, and accuracy-driven. You're settling into rhythmspeed matters, but zero errors matter more. This block sets momentum for the rest of the day and requires sustained concentration with minimal interruption. Wrap-up and Accountability Reviewing and preparing for the next day. Ensuring leadership is informed if anything significant remains incomplete. Setting up priorities for the next day. Record all individual and assigned task statistics accurately. This phase ensures the day's work is fully accounted for and sets the stage for the next processing cycle. In Summary Highly structured with deadlines and little idle time. Split between fine-detail desk work and physical mail handling and scanning. Repetitive in tasks, but varied in volume, exceptions, and problem-solving needs. Dependent on accuracy, consistency, and adaptability across functions. In short, the workday moves like an assembly linesteady, deadline-driven, and detail-focusedwhere success depends on maintaining speed and precision from start to finish. 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. An essential function of this position requires the candidate to have the ability to lift up to 25lbs. Application Instructions: Please submit a cover letter along with a current resume. In order for us to properly determine if you meet the minimum qualifications for any posting, you must 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. Any experience that was not full-time employment should be identified as such. Benefits of working for the State of Maine include: Work-Life Balance 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 ($11,857.68-$13,950.24 annual value), depending on salary. Health Insurance Premium Credit Participation decreases employee-only premiums by 5%. Dental Insurance The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value). Retirement Plan The State of Maine contributes 14.11% 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. Living Resources Program Navigate challenging work and life situations with our employee assistance program. Parental leave All employees who are welcoming a childincluding fathers and adoptive parentsreceive forty-two (42) consecutive calendar days of fully paid parental leave. Additional, 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 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 experience and passion set you apart. If you require a paper application, please download and print one HERE. 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.

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