Office Specialist I

Office Specialist I This position provides essential operational, financial, and administrative support to the Office of Teaching and Learning within the Maine Department of Education. The Office Specialist I plays a critical role in ensuring the successful implementation of statewide initiatives by maintaining accurate financial records, processing contracts and payments, and supporting compliance with State procurement, travel, and fiscal procedures. This position serves as a central coordination point between program staff, finance, procurement, vendors, and external partners. The work directly supports the timely execution of professional learning initiatives, grants, contracts, and educator support programs across the state. The ideal candidate is highly organized, detail-oriented, and able to independently manage multiple concurrent workflows in a fast-paced environment. Success in this role requires strong follow-through, accuracy, proactive communication, and the ability to monitor work through completion with minimal supervision. Responsibilities include processing and reconciling financial transactions; managing contract, invoice, travel, and purchasing documentation; maintaining tracking systems and budgets; and ensuring compliance with State and federal requirements. The position also provides routine procedural guidance to Department staff and external partners regarding required documentation and processes. This position operates in an environment that is deadline-driven and continuously evolving. Adaptability, accountability, systems thinking, and a commitment to continuous improvement are essential for success. This position requires consistent accuracy, timeliness, and independent follow-through, as delays or errors may impact payments, contracts, compliance obligations, and the implementation of Department initiatives. Representative tasks include: Process contracts, invoices, purchase orders, and payment documentation using State systems. Reconcile and maintain purchasing card documentation to ensure compliance with State fiscal requirements and audit standards. Maintain accurate financial tracking systems, including budget spreadsheets, invoice trackers, travel reimbursement records, and contract monitoring tools. Review financial and administrative documentation for completeness, accuracy, and compliance prior to submission. Monitor workflow status across multiple initiatives and proactively follow up to ensure timely completion of tasks. Coordinate travel requests and reimbursements in accordance with State policies and timelines. Communicate with vendors, educators, and Department staff regarding payment status, documentation needs, and procedural requirements. Research and resolve discrepancies related to contracts, invoices, coding, or payments. Maintain organized electronic filing systems to ensure documentation transparency and audit readiness. Provide procedural guidance to staff regarding procurement, travel, and financial processes. Identify opportunities to improve office systems, workflows, and tracking processes to increase efficiency and accuracy. Respond to high volumes of email and internal requests while prioritizing time-sensitive financial and operational tasks. Knowledge, skills, and abilities include: Strong organizational and workflow management skills with the ability to track multiple projects simultaneously through completion. Demonstrated attention to detail and accuracy in financial or compliance-related work. Ability to interpret and follow established procedures, policies, and regulatory requirements. Ability to work independently, prioritize competing deadlines, and manage time effectively. Strong written and verbal communication skills, including proactive status reporting and issue escalation. Ability to identify problems, troubleshoot discrepancies, and implement solutions. Proficiency with spreadsheets, electronic document management systems, and database tracking tools. Ability to maintain confidentiality and exercise sound professional judgment. Commitment to continuous learning and process improvement. Excellent customer service and collaborative teamwork skills. Minimum qualifications include training, education, or experience in office and administrative support work that demonstrates competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, and 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.

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