Office Associate II - BABLO

Augusta, Maine, United States Full-time

Bureau of Alcoholic Beverages and Lottery Operations

Division of Liquor Licensing and Enforcement

Office Associate II

CODE:  6542                PAY GRADE: 13 - $13.38 – $18.74 hourly

OPEN:   November 1, 2018

CLOSED: November 16, 2018

 

JOB DESCRIPTION

 

This is office and administrative support work performing complex and varied office support tasks requiring a solid knowledge of modern office practices and office equipment necessary to perform clerical functions for the Malt Liquor and Wine Division at the Bureau of Alcoholic Beverages and Lottery Operations (BABLO).   This position requires the successful candidate to work independently, know the appropriate processes to follow, handle licensing fees and refunds properly, process the various licenses and license applications correctly, respond to inquiries on the phone and via email appropriately, and exhibit exceptional customer service skills at all times.  


TYPICAL DUTIES

  • Processing incoming invoices and reports received by the Division.
  • Greets walk-in customers, directs incoming phone calls, addressing issues with wine and wine excise tax.
  • Ensures deposits for wine license fees are correctly processed using AdvantageME.
  • Reconcile funds, process refunds, collect protested checks and incorrect payments.
  • Verify and process credits for wholesalers.
  • Resolves problems, exercises good judgement in assessing situations and makes appropriate decisions/ recommendations based on the assessment.
  • Interprets and explains rules and regulations, policies and procedures, and documentation requirements.
  • Organize files for registered wine labels being sold in the State of Maine.
  • Track, file, monitor, mail and maintain database for wine liquor licenses.
  • Monitor, requisition and maintain inventory list of wines, sparkling and table wines, ciders and low-alcohol spirits using invoices provided by the wholesalers.
  • Review, organize and compile the list of wine labels by supplier/wholesaler and compare to wines on the request list of wines to be auctioned.
  • Review new and renewal license requests for complete and accurate information and notify company when they have been approved.
  • Sort shipment reports alphabetically by company name.
  • Sort invoices numerically by PO number, and match-up PO’s with the invoices.
  • Monitor and maintain inventory of malt licenses.

 

REQUIRED SKILLS AND KNOWLEDGE(S)

 

  • Ability to examine documents/information, determine facts, detect errors and irregularities, and to take appropriate action as authorized.
  • Ability to use alphabetical, numerical and chronological filing systems.
  • Ability to create various forms, correspondence and compose form letters, business letters, memos, reports.
  • Ability to use mail merge for large mailings.
  • Ability to make standard changes to website content.
  • Ability to perform basic mathematical calculations.
  • Ability to create, maintain and update Excel Spreadsheets.
  • Ability to use the internet for research.
  • Ability to create basic graphics/illustrations for publications and informational materials.
  • Ability to train other team members in various tasks.

 

MINIMUM QUALIFICATIONS

 

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.  Must have a valid driver’s license.

 

Preference will be given to candidates who possess strong math skills, experience with Excel spreadsheets, and the ability to use the internet to research information.   Please describe your experience in these areas in your cover letter.  

 

To apply, please visit the General Government Service Center https://www.maine.gov/fps/opportunities/

to apply to this position.   You must submit a cover letter and resume’ in order to be considered for an interview.

 

FOR MORE INFORMATION, CONTACT:

 

Mindy Hansen, HR Generalist

Melinda.Hansen@maine.gov

207-624-7430 (T)

 

BENEFITS:

 

The value of State’s share of Employee’s Retirement:  15.37% of salary for BU positions.  The value of State-paid Dental Insurance:  $13.13 biweekly.  The value* of State-paid Health Insurance:

 

  • Level 1: 100% State Contribution (employee pays nothing):   $444.68 biweekly
  • Level 2: 95% State Contribution (employee pays 5%):             $422.45 biweekly
  • Level 3: 90% State Contribution (employee pays 10%):           $400.21 biweekly
  • Level 4: 85% State Contribution (employee pays 15%):           $377.98 biweekly

 

*The level of the actual value of state paid Health Insurance will be based on the employee’s wage rate and status with regard to the health credit premium program.