Location: Augusta,ME, USA
Office Specialist II - Anticipated Vacancy Augusta , Maine , United States Administrative & Office Support Full-time Apply by: Oct. 24, 2024 Apply with Linkedin Apply DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES BUREAU OF GENERAL SERVICES - DIVISION OF LEASED SPACE Code: 6550 Pay Grade:19-$20.23 - $29.14/Hour Open for Recruitment: October 9, 2024 Closes:October 24, 2024 Purpose: This position provides advanced administrative support responsibilities at the statewide level for the Division of Leased Space. The position conducts research and prepares documents, processes invoices using a property management system, communicates with lessees and lessors related to invoices, prepares lease documents for further processing by other Division staff. This position develops and maintains the Division's website. This position serves under limited administrative direction. A typical day involves: Administering all service contracts which includes making decisions about renewing or extending leases and determining the appropriate procurement policies, i.e., RFP or quotes, is needed for purchasing decisions. Communicating with tenant agencies and triaging their issues to provide timely and appropriate levels of response. Having an understanding of the standard leased space processes to make decisions for landlords, tenants, and contractors that align with the Division's policies and standards. Manage invoices and allocate to appropriate accounts. Managing workflow priorities as relates to processing information in to new ProLease tracking system. To be succesful you will need: Ability to effectively plan and adjust work schedule to meet planned and unexpected change. Ability to meet deadlines and timely responses as needed. Ability to accurately track data and financial information to report to Division Director and senior management. Ability to use discretion and personal judgement in dispensing sensitive information. Ability to use latest technology for the purposes of information and data gathering, processing and communication. Ability to communicate effectively. Ability to compose, review and edit complex and/or technical business correspondence. Ability to effectively present information to individuals/groups. Ability to represent the Division at internal and external meetings. Ability to analyze solutions, reach logical conclusions, and make sound recommendations. Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies. Ability to understand and promote management goals as they affect day-to-day and long term operations. Ability to administer and/or oversee scheduling systems. Knowledge of State Leasing statutes and rules. Knowledge of computer software and hardware systems necessary for completion of responsibilities. Knowledge of State of Maine rulemaking processes and procedures. Knowledge of rules and regulations as they pertain to the Division of Leased Space. Knowledge of policies and procedures related to Leased Space. Knowledge of Procurement policies and procedures Knowledge of RFP, RFQ & RFI processes and procedures Knowledge of Microsoft office 360 Knowledge of Advantage Minimum Qualification: Training, education, or experience in administrative support work that demonstrates; 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and 2) the ability to use independent judgment, initiative, and decision making on complex administrative matters. Preference will be given to those who submit a cover letter and resume' to be considered for an interview. Department of Administrative and Financial Services General Government Service Center Staff Accountant (Limited Period Position - Anticipated end date 6/7/25) Job Class Code: 0329 Pay Grade: 20: $20.68 - $28.88/Hour Open For Recruitment: October 9, 2024 Closes: October 24, 2024 The General Government Service Center (GGSC) is one of five financial service centers within the Department of Administrative and Financial Services established to provide centralized accounting and budgeting services to agencies across state government. GGSC services roughly 29 agencies across the Department of Administrative and Financial Services (including Information Technology, Real Estate, Purchases, Lottery, Alcohol and Marijuana), the Department of Economic and Community Development, the Department of Education, various Cultural Agencies-a mix of government entities that adds variety to standard accounting practices. Job Duties: The State of Maine has received federal funding under the American Rescue Plan Act of 2021 which requires additional staff to ensure proper accounting of the funds. GGSC is seeking a Staff Accountant who has accounting knowledge to become immediate contributors to our department. Successful candidates will meet the minimum qualifications referenced below. Additionally, successful candidates will have demonstrated knowledge of accounting, fixed assets, cash management, revenue/expenditure monitoring and other routine accounting services. Successful candidates will be skilled in the use of standard desktop technology and demonstrate the ability to follow directions and to work as part of a team or individually with limited supervision. Ideal candidates will have previous government accounting experience, be reliable, possess interpersonal communication skills, have a can-do attitude with a willingness to learn, expand and grow and can demonstrate an appreciation for providing exemplary customer service. Sample of Typical Duties: Monitor cash balances and daily allotments to make sure payments can process. Drawdown and track Federal Funds for payment of invoices Set up new grants on accounting system Authorize payment of agency-approved expenditures within the state accounting software. Insure accuracy of account coding against the respective Chart of Accounts. Prepare and process correcting journals as well as monthly Dicap journals. Administer accounting services within established policies. Process accounts receivable. Review travel expenditure claims for conformance with policy. Prepare reconciliations. Research accounting transactions. Minimum Qualifications: 6 years of practical work experience providing complex technical support to professional accounting staff. -OR- A Bachelors Degree from an accredited educational institution in Accounting -OR- Any other Bachelors Degree from an accredited educational institution that includes at least 18 semester hours in accounting coursework -OR- An Associates Degree from an accredited educational institution in Accounting and 3 years of practical work experience providing complex technical support to professional accounting staff. Experience must demonstrate comprehension and application of Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB) guidelines and must demonstrate the ability to (1) classify and analyze financial data and records for the purpose of business financial planning; (2) design, recommend, and implement modifications of accounting methods, procedures, forms, and records; (3) prepare financial statements and reports such as balance sheets and other operating statements; and (4) analyze accounts and accounting relationships that result in complex accounting entries. Accounting coursework must include successful completion of Principles of Accounting I & II, Intermediate Accounting I & II, plus two other accounting-related courses 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 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS). State employees are eligible for anextensive and highly competitive benefits package (, covering many aspects of wellness. Learn about additional wellness benefits for State employees from theOffice of Employee Health and Wellness (. 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.