Office Specialist I

Lewiston , Maine , United States | Administrative & Office Support | Full-time

Apply by: July 19, 2024

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Department of Defense, Veterans and Emergency Management

Office Specialist I

Job Class Code: 6546

Grade: 16 Office & Administrative Support

Salary: $39,020 - $56,222

Location: Lewiston, ME

Opening Date: July 3rd, 2024

Closing Date: July19th, 2024

The Maine Bureau of Veterans’ Services is excited to be hiring a Veterans Services Assistant. This is an administrative position located at the Maine Bureau of Veterans’ Bureau Office in Lewiston, located at the Lewiston Vet Center. You must be able to work independently in confidential situations. Work requires the ability to provide effective, compassionate, and respectful service to veterans and their family members to successfully advise on matters regarding veterans’ benefit programs and the governing state and federal laws, regulations, and procedures. You will work directly with the Veterans Services Officer.

Primary responsibilities include:

The primary purpose of an Office Specialist I is to provide personalized service directly to veterans, their dependents, and surviving dependents. The Office Specialist I is responsible for:

• Representing MBVS at outreach events.

• Input and reconciliation of veteran data, conducting initial interviews to ascertain the nature of benefits sought by the client.

• Provide updates throughout the United States Department of Veterans Affairs (VA) claims process for clients.

• Determine eligibility for state programs such as the Veteran Recognition.

• Park and Museum Pass, and Disabled Hunting and Fishing License programs.

• Assisting the Veterans Services Officers with review, process, upload, and track VA claim documents.

• *Some in-state travel may be required. *

  Skills or knowledge required:

• Receives and greets visitors in person and via phone; determines customer needs.

• Posts to, amends, and/or updates case management system using established procedures and knowledge of modern office software.

• Creates and uses varied correspondence formats and composes standard business correspondence.

• Examines documents/information, determines facts, detects errors and irregularities, and takes action as authorized.

• Performs routine secretarial duties such as completing work schedules, arranging appointments, note taking and reviewing documents to respond to requests.

• Applies to routine individual cases: an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.

• Develops standard work procedures within established guidelines.

• Determines eligibility and issues certificates and coins for State of Maine Veterans’ Recognition Program

• Determines eligibility and issues Maine Lifetime Veteran Park and Museum Pass

• Provides copies of military discharge papers to veterans and eligible dependents utilizing the state database, Department of Defense database, or requests from the National Archives

• Ability to maintain a working relationship with veterans’ organizations, staff and volunteers providing information regarding Bureau programs and services

• Represent the Maine Bureau of Veterans Services at local meetings as needed, providing written event summaries.

• Assist with coordination and participation of Homeless Veteran events.

• Ability to conduct discussions with veterans and obtain information pertinent to veteran’s benefits

• Ability to write clear and comprehensive reports

• Ability to understand and promote management goals as they affect day-to-day operations.

  Minimum qualifications:

  Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, and 2) 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 andOffice Associate II.

  Preference will be given to those applicants:

  You must complete and pass a federal background check as a condition for this position.

  Contact information:

  Questions about this position should be directed to Barrett Fisher at barrett.k.fisher@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%-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) for MSEA, or 18.21% 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.