Office Specialist I - Office of Professional & Occupational Regulation

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

Apply by: April 14, 2021

Department of Professional & Financial Regulation - Office of Professional & Occupational Regulation

Opening Date:  March 25, 2021

Closing Date:  April 14, 2021 

Job Class Code: 6546
Grade: 16
Salary: $33.696 – $46,654 
Location:  Gardiner

The Maine Department of Professional and Financial Regulation, Office of Professional and Occupational Regulation seeks an Office Specialist I with expected work-time hours of 8:00 a.m. – 5:00 p.m. Monday through Friday, in our office in Gardiner, Maine. This position is very high paced and functions as a board clerk for two licensing boards and the Real Estate Commission; answering numerous telephone and email inquiries daily from applicants, licensees and the public, reviewing and processing examination and licensure applications, entering data into various systems and completing various other clerical functions. Approximately 85% of the job is clerical work consisting of extensive interactions with the public.

Primary responsibilities include:

  • Review, approve and deny professionals applications for examination and licensure
  • Plan organize and prioritize work load for two licensing boards and the Real Estate Commission
  • Proficient use of electronic licensing information systems and computer programs necessary for completion of work tasks
  • Maintain effective work and public relationships and adapt to changes in the work environment
  • Research applicable laws and rules to accurately explain examination and licensure requisites to interested individuals
  • Independently and accurately compose, review and edit correspondence and administrative documents
  • Respond to frequent telephone and email inquiries from applicants, licensees and consumers
  • Complete criminal history background checks
  • Process continuing education compliance audits
  • Prepare and assemble board meeting/hearing materials and minutes
  • Operate recording equipment at board hearings
  • File and scan records in compliance with applicable record retention schedules
  • Schedule and proctor examinations, as applicable

Knowledge, skill and abilities required to successfully perform the work assigned:

  • Attention to detail
  • Knowledge of research methods, techniques and practices
  • Excellent oral and written communication skills
  • Excellent customer service skills
  • Decisive and independent decision making
  • Ability to work with multiple licensing disciplines and continually prioritize workload
  • Ability to learn and apply knowledge of laws, rules and practices related to professional licensing
  • Ability to identify, articulate and solve problems

Minimum Qualifications:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, and 2) the ability to use independent judgement, initiative and discretion to make determinations on varied matters. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, Office Associate I and Office Associate II.

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading:

  • cover letter
  • current resume
  • copies of post-secondary transcripts, licensing, registration and certifications you wish to have considered
  • writing sample (very broad guidelines - can be a letter or anything you have written and can be something written professionally or for personal use)

If you require a paper application, please contact Human Resources at (207) 623-6700. 

Contact Information: 

Questions about this position should be directed to Catherine Pendergast, Professional Licensing Supervisor at (207) 624-8518 or


Why work for the State of Maine?


The bi-weekly dollar values of some State-paid benefits include:

  • 14.11% of pay to retirement for bargaining unit positions
  • The value of State-paid Dental Insurance:  $14.60 biweekly.
  • At least 85% of the health insurance premium for the employee (up to $400.34).  Participating in the Health Premium Credit Program can increase the state-paid amount by 5%.  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 detailed 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.