Office Specialist I - Augusta
Job Description
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.
.
Office of Cannabis Policy
Office Specialist I
Opening Date: June 29, 2026
Closing Date: July 15, 2026
Grade / Admin Unit: 16 / Administrative Services
Job Class Code: 6546
Salary: $18.76 - $ 27.03/Hourly
Position Number: 020312542
Location: Augusta
Telework: None
JOB DESCRIPTION:
This position will provide advanced office and administrative support work performing complex, varied administrative support tasks often requiring the operation of technical office equipment and programs. This position will assist the Licensing Division within the Office of Cannabis Policy. Responsibilities require independent judgment, initiative, and discretion to make determinations on varied matters, ensuring appropriate processes are followed. Candidate will be required to assist individuals with a variety of issues in a professional manner, so effective communication skills will be necessary.
TYPICAL DUTIES:
Assure all registration identification card applications, registration certificate applications, adult use applications, transactions, and other information are entered in a timely and accurate manner into ALMS.
Ensure a high level of customer service in all interactions with the public and others.
Assist, when necessary, with the management and oversight of all electronic data filing, including training and providing guidance to project staff.
Administer and/or process applicable licenses in accordance with set procedures
Collect, count, reconcile and/or deposit fees in accordance with set procedures.
Receive and greet visitors and determine customer needs.
Complete all processing of applications and mailing to program participants within the program expectations.
Effectively answer questions regarding the MMMP and Adult Use statutes, rules and general program operations and know when to consult with supervisor.
Comply with the requirements of State policies, including those concerning human resources components, security protocols of agency information and confidentiality policies for State business purposes.
Review input/output of information for ALMS (Agency License Management System) and develop/implement quality control standards for data input structures and output quality assurance.
Train office associates/assistants
Writes summary reports and trend analyses.
Recommend operational improvements, implement new policies and procedures.
Research, compile and analyze complex information to reach a conclusion and/or make recommendations.
Present routine factual information to individuals or groups.
Determine and requisition inventory supplies.
Update and change all forms, letters, and applications as necessary
KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:
- Knowledge of payroll principles, procedures, and techniques; and automated payroll systems and procedures.
- Knowledge of human resources practices and employee benefits.
- Knowledge of the principles, practices, and equipment related to quality control of data input and output.
- Knowledge of the laws and practices related to the title and ownership of motor vehicle titles.
- Ability to develop and change web pages using established content.
- Ability to verify, code, compute, and/or reconcile data on standard documents.
- Ability to conduct research, gather information, and analyze results to reach a conclusion
- Ability to oversee and maintain inventory/supplies.
- Ability to review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
- Ability to examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership.
- Ability to write clear and comprehensive reports.
- Ability to develop and recommend new work methods and administrative policies/procedures.
- Ability to understand and promote management goals as they affect day-to-day operations.
- Ability to repair, service, clean and/or maintain issued materials.
MINIMUM QUALIFICATIONS:
Training, education, and/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 judgment, initiative, and discretion to make determinations on varied matters.
Preference will be given to candidates with knowledge of the Adult Use and Medical Cannabis Programs.
APPLICATION INSTRUCTIONS:
Please submit a cover letter along with a current resume and three (3) professional references.
In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes the month and year for any relevant experience listed. Your resume should include the duties and responsibilities associated with each position. Any experience that was not full-time employment should be identified as such.
CONTACT INFORMATION: For more information or questions specific to the position, please contact Name and email address/phone number (default will be: [email protected])
The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.
Benefits of working for the State of Maine:
No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:
Work-Life Balance – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($11,857.68-$13,950.24 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.
Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.
Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
Retirement Plan – The State of Maine contributes 14.11% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
Health and Dependent Care Flexible Spending Accounts – Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.
Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive forty-two (42) consecutive calendar days of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.
State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.
Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.
There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.
As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.
If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.
Thinking about applying?
Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your experience and passion set you apart.
If you require a paper application, please download and print one HERE
.
If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.