Office Specialist II

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

Apply by: Sept. 18, 2020

Department of Professional & Financial Regulation 

Opening Date: September 3, 2020

Closing Date: September 18, 2020 

Job Class Code: 6550
Grade: 19
Salary: $34,528.00 – $48,380.80 
Location: Gardiner, ME


Job Description:

Advanced administrative clerical and technical work in support of a group of multi-faceted professional allied health related regulatory boards.  Work is performed at the direction of the administrator or designated supervisor and under limited supervision.  The person in this position will explain and apply laws, rules and policies to all duties related to licensing; review complex information and conduct eligibility determinations of applicants for examination and licensure; make independent decisions and use sound judgment and be able to substantiate such through measurable and documented actions and systems; approve or deny continuing professional education courses and programs; conduct continuing education audits and review relevant documents to determine compliance with continuing professional education rules; identify, establish and implement workflow needs and improvements to manage a large workload with speed and accuracy; manage and respond to a high volume of phone calls, emails, person to person client services and other forms of communications; write complex written communications to effectively communicate with client’s served and applicable others; develop various applications and forms relating to licensing; use a variety of specialized technical applications and conduct research in coordination with general daily work and management need; assist and interact with prospective licensees, the public, and a wide variety of professional and technical individuals associated with licensing and regulation and co-workers; manage, organize and complete a high volume of work, and ability to multi-task with multi-subject matter; effective communication and conflict resolution in interactions with coworkers, peers and managers.

Typical Tasks in this job classification include - Representative Tasks:  This position may or may not be assigned all the duties listed, nor do the listed examples include all the duties that may be assigned, assignments may shift from time to time.

  • Review, approve, issue license and preliminarily deny initial and renewal applications for individuals and entities.
  • Review, approve, and deny applications for continuing professional education for sponsor and courses and conducts CE compliance audits.
  • Perform all aspects of qualifying applicants for examination eligibility determination, reporting score results, and communications to and between the contracted examination administration contractor, which includes examination documents subject to review and approval.
  • Interpret and respond to questions, verbally and in writing, from a wide variety of allied health care professionals, the public and others on laws, rules, policies, application, licensing and other procedures.
  • Prepare, write, review, track and monitor general and complex written communications, forms, legal and non legal documents such as consent agreements and preliminary licensing denials, contracts, and other various documents in order to determine need, completeness, and accuracy.
  • Performs all aspects of administrative application processing, scanning and indexing of documents; issuing licenses, ALMS data entries and Fortis electronic file management system and records retention.
  • Review, make recommendations, create and update various applications for licensure, other standard templates and forms and related documents used in course of completing and performing assignments.
  • Ability to communicate effectively and accurately orally and in writing.
  • Operate sophisticated computer applications/software, such as scanning equipment and enter and record and retrieve data and information with the highest degree of accuracy and in accordance with established procedures and policies and to mentor other personnel on using the use and protocols of such equipment.
  • Handle and resolve difficult clientele and difficult or complex situations.
  • Manage, organize and respond to a large volume of complex information, data, telephone calls, emails, mail and walk-in clients.  

To be successful in the position, you must have knowledge of and experience in:.

  • Knowledge of the principles of organization.
  • Knowledge of the principles of office management.
  • Knowledge of bookkeeping principles and practices.
  • Knowledge of State of Maine rulemaking processes and procedures.
  • Ability to compose, review, and edit complex and/or technical business correspondence.
  • Ability to use discretion and judgment in dispensing information.
  • Knowledge of budgetary procedures.
  • Knowledge of basic investigative principles, practices, and techniques.
  • Ability to develop budgets and work programs.
  • Ability to initiate, coordinate, implement, and evaluate administrative activities.
  • Ability to assess need for capital expenditures and make recommendations.
  • Ability to review proposed/enacted laws for appropriateness and feasibility, and to identify problems.
  • Ability to plan, organize, administer and proctor licensure examinations.
  • 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 effectively plan and adjust work operations to meet planned and unexpected change.
  • Ability to effectively represent the organization at internal and external meetings.


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. All positions in this classification assume the qualifications of: Office Assistant IOffice Assistant IIOffice Associate I, Office Associate II and Office Specialist I.


Supplemental information required: Please provide written response to each area listed below: 

  1. Describe your experience with a heavy volume of phone calls, emails and other forms of communications with the public, other professionals, colleagues and other interested parties.
  2. Describe your experience with professional and/or technical correspondence and the different types of correspondence.

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, copies of post-secondary transcripts, licensing, registration and certifications.  If you require a paper application, please contact Human Resources at (207) 623-6700. 

Contact Information: 

Becky Pushard, HR Generalist - 207/623-6734 or 

Why work for the State of Maine?


The value of State’s share of Employee’s Retirement Contribution: 14.11% of pay for bargaining unit positions.

The value of State-paid Dental Insurance:  $14.60 biweekly.

The value* of State-paid Health Insurance: 

100% State Contribution = $470.99 biweekly / Employee pays nothing
95%  State Contribution = $447.44 biweekly / Employee pays: 5%  = $23.55 biweekly
90%  State Contribution = $423.89 biweekly / Employee pays:10% = $47.10 biweekly
85%  State Contribution = $400.34 biweekly / Employee pays:15% = $70.65 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 payment. To explore the cost of coverage for specific situations, please consult these tables.

Maine State Government is an Equal Opportunity/Affirmative Action employer.  We provide reasonable accommodations to qualified individuals with disabilities upon request.