The Office Specialist I position provides advanced office and administrative support to the Archives and serves as the first point of contact for patrons and the public. Responsibilities include assisting visitors, answering and directing phone calls, providing information and customer service, operating office equipment, and performing a variety of administrative and clerical functions. The work requires proficiency in modern office practices, the use of independent judgment and discretion, and the ability to support daily operations effectively.
Requirements
Customer Service Excellence : Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
High Volume Readiness : Comfortable handling large numbers of customer interactions per day while maintaining composure and professionalism.
Team Collaboration : Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.
Adaptability : Adjust quickly to new procedures, policies, and technologies as agency needs evolve.
Attention to Detail : A focus on accuracy and thoroughness in completing tasks and managing responsibilities. Confidently make informed decisions and stay solution-focused while managing multiple priorities without sacrificing accuracy or customer satisfaction.
Clear Communication : Strong verbal and written communication skills to explain complex rules and processes in a way that is easy for the public to understand.
Problem-Solving : Identify and resolve issues efficiently while maintaining a calm and helpful demeanor.
Professionalism : Consistently represent the Department with respect, integrity, and accountability.
Key Competencies We Value:
Emotional Intelligence : Empathetic, self-aware, and able to manage high-stress interactions with tact.
Conflict Resolution : Handle difficult or emotional customer situations with patience and effectiveness.
Time Management : Prioritize tasks and complete assignments accurately and on time.
Commitment to Excellence : Dedication to high-quality work, accuracy, and upholding public trust.
Continuous Improvement : A mindset focused on improving processes, learning new skills, and supporting team development.
In This Role You Will:
Process financial transactions including payments from walk-in patrons, checks received by mail, and over-the-phone credit card payments.
Code, compute, verify, post, reconcile, and/or update standard documents and financial transactions, processing invoices received from purchases made via Advantage and SOS Accounts Payable.
Add data about various collections into Access or Excel indexes and other projects as assigned by the State Archivist and Director.
Provide reference services and instruct and guide researchers in use of equipment, materials, and finding aids.
Scan and index archival documents as needed.
Shelve and retrieve records as requested to assist researchers.
Communicate efficiently and in a professional manner, (including internal staff), to provide effective customer service.
Add to the index for State Laws by copying the information from the Laws of Maine books into an Access database.
Track legislation that is of interest to the Archives.
Post to, amend, and/or update web pages.
Recommend operational improvements.
Determine and requisition inventory/supplies for the agency.
Attend Maine Historical Records Advisory Board and Archives Advisory Board meetings. Transcribe meeting minutes using recordings and n
Benefits
Vision insurance
Additional Information
If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State's career page and indicate on the application that they have previously worked for the State.
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Department: Secretary of State / Maine State Archives
Division: Archives
Location: Augusta
Schedule: Monday - Friday
Grade: 16
Salary: $ 18.76 - $27.03
Closing Date: June 18, 2026
This position requires a cover letter to be submitted with resume.
Join Our Team at the Department of the Secretary of State:
At the Department of the Secretary of State, we are a team dedicated to providing efficient and exceptional service to our community. We prioritize work-life balance and offer excellent benefits to support our team in achieving professional success while maintaining personal well-being. Join a team that fosters a culture of teamwork, integrity, and continuous improvement, offering opportunities for growth and making a meaningful impact on the lives of our citizens.
Are you ready to make a difference?
We are looking for dedicated and collaborative individuals who thrive in a fast-paced, customer-focused environment. If you are passionate about delivering outstanding public service, contributing to a high-performing team, and supporting the people of Maine every day, we want you on our team.
Maine · Augusta, ME