Office Associate II

Dorothea Dix Psychiatric Center•Bangor, ME

12h•$18 - $26

About The Position

This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is office and administrative support work performing complex, varied office support tasks often requiring established skill sets which include a solid knowledge of modern office practices and office equipment necessary to perform divergent clerical functions. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

Requirements

Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work.
Knowledge of information distribution through use of the internet.
Knowledge of the principles and practices of informational presentations.
Ability to create and use varied correspondence formats and compose standard business correspondence.
Ability to prepare standard reports.
Ability to develop and use computerized formats and/or graphics.
Ability to perform basic secretarial duties.
Ability to administer, score and/or correct standard examinations.
Ability to collect, count, reconcile and/or deposit fees in accordance with set procedures.
Ability to reconcile funds.
Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
Ability to create basic graphics/illustration/publication work to produce informational materials.
Ability to make standard changes to web page content.
Ability to coordinate and present workshops, training, and orientation sessions.
Ability to effectively present information to individuals/ groups.
Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
Ability to effectively resolve problems.
Ability to exercise good judgment in appraising situations and making decisions/recommendations.
Ability to provide ongoing leadership for a work team.
Ability to confer with supervisor on performance appraisals of work team members.
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.

Responsibilities

Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
Create and use varied correspondence formats and compose standard business correspondence.
Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form.
Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
Post to, amend, and/or update web pages using established content and knowledge of modern office software.
Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized
Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests.
Coordinate and present workshops, training, and orientation sessions.
Write regular and/or periodic reports.
Administer and/or score applicable examination in accordance with set procedures.
Track and/or monitor contracts and/or licenses.
Collect, count, reconcile and/or deposit fees in accordance with set procedures.
Reconcile funds and perform calculations for reports.
Receive and greet visitors, and determine customer needs.
Advise others requesting technical assistance.
Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
Develop standard work procedures within established guidelines.
May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work.
May confer with supervisor on performance appraisals of work team members.