Office Associate II

Augusta , Maine , United States | Correctional Services | Full-time

Apply by: Sept. 27, 2024

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Office Associate II – Victim Services

033001391

Code: 6542

Pay Grade: 13$35,984.00 - $51,812.80 Annual Salary

Open: September 13, 2024

Close: September 27, 2024

The office of Victim Services at Maine Department of Corrections is tasked with enforcing the victim's rights according to statute with specific regard to victim notification of resident release. We are searching for an administrative support in Augusta, ME. The position provides support to the Director of Victim Services and victim advocates in the compliance with all relevant statues, policies and procedures. The position operates in a very fast-paced office requiring an ability to prioritize and multi-task and have computer skills.

RESPONSIBILITIES INCLUDE BUT ARE NOT LIMITED TO:

• Provide administrative support for the Office of Victim Services.

• Process all incoming victim notification of resident release requests.

• Perform routine secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests.

• Follow-up with any notifications required to complete and mail to the victim in accordance with statute and policy.

• Log and process all incoming mail, resend returned mail, log returned restitution checks and resend.

• Assist with preparing waiver requests and obtaining documents needed for case review.

• Process supply orders, data entry, completion of the annual victim satisfaction survey.

• Other administrative support duties assigned by the Director.

• Obtains police reports and relevant court documents to prepare file for the Director.

• Coordinate and present workshops, training, and orientation sessions in order to assist Director.

• Track and/or monitor contracts and/or victim restitution data to have documentation of restitution provided to crime victims.

• Create and use varied correspondence formats and compose standard business correspondence in order to send out victim notification of resident or juvenile release notices according to statute.

• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps to maintain statistics pertaining to victim contacts and assistance provided.

• Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form in order to complete the annual victim satisfaction survey as required by law.

• Other administrative duties as assigned by Director

DESIRABLE KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of:

• Principles, practices, and equipment used in graphics, illustration, and publication work.

• Information distribution through use of the Internet.

• Principles and practices of informational presentations.

Skills or Ability To:

• Maintain confidentiality in all aspects of job.

• Perform basic secretarial duties.

• Multi-task and prioritize in order to meet the statutory requirements.

• Prepare standard reports.

• Develop and use computerized formats and/or graphics.

• Administer, score and/or correct standard examinations.

• Collect, count, reconcile and/or deposit fees in accordance with set procedures.

• Stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.

• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.

• Create basic graphics/illustration/publication work to produce informational materials.

• Make standard changes to web page content.

• Determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.

• Effectively resolve problems.

• Exercise good judgment in appraising situations and making decisions/recommendations.

• Confer with supervisor on performance appraisals of work team members.

Minimum qualifications:

Training, education, or experience in office and administrative support work that demonstrates:

· Competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks

-AND-

· 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. Learn more at https://apps.web.maine.gov/cgi-bin/bhrsalary/jobs.pl

To Apply:

· Apply Online

· Complete the online application and answer its Supplemental Questions

· Provide a Resume and Cover Letter

Pass a background check with fingerprinting Preference will be given to candidates with knowledge of statutory crime victim rights and or Criminal Justice system. A Microsoft Excel and Word skills test will be given after the interview, with a 30-minute time limit. The testing process will consist of compiling survey results and preparing the data in a number of presentation formats, such as Excel Charts and Microsoft Publisher pamphlets, as well as distributing mass mailings using mail merge. This position is able to work remotely 1 day per week.

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, and copies of any transcripts or certifications you wish to have considered while evaluating your application. In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period. Any experience that was not full-time employment should be identified as such.

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 Fit – 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%-95% of employee-only premiums ($11,196.06 - $12,514.32 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.

• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($358.08 annual value).

• Retirement Plan – The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

• State employees are eligible for an extensive and highly competitive benefits package (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) .

  Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for part-time employment.

  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.

About Us

Maine Department of Corrections is destigmatizing corrections for the betterment of all Maine

communities. Through the ‘Maine Model of Corrections’, we promote the safety of our staff and

residents while reducing barriers to meaningful rehabilitative opportunities. We facilitate restorative

justice practices that equip justice-involved residents and clients with the skills they need to

become contributing members of society upon release, including treatment, education, and job

training. We are committed to rebuilding lives and are searching for great team players, with a

professional attitude and well-developed integrity and ethics, to join us in this mission.

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 lived experience and passion set

you apart.