Administrative Specialist CL3 – Work Control bei University of Maine

This position supports Auxiliary Services and Facilities Management in Accounting, Administrative and Customer Service related duties primarily. The working day consists of in-office phone and email related customer service and support for individuals including FM employees, the campus community, students, and the general public. The person selected for this position must be able to prioritize duties and perform at a high level in a fast-paced environment with multiple competing and varied tasks. Assignments include, but are not limited to the following: reviewing and monitoring work orders in the AIM system, entering payroll, tracking and billing work, requisitioning administrative and shop tools, equipment and supplies, processing purchase orders, payroll deductions for safety related work attire, and correspondence with the campus community and FM/Aux staff, etc. Full time, regular position, 40 hours per week, 5 days a week. Daily work hours are Monday – Friday, 8:00 a.m. to 4:30 p.m. This position pays $21.09/hour.

Essential duties and responsibilities include, but are not limited to: 

• Ability to multitask and manage multiple priorities in a fast-paced environment. 
• Screens calls, visitors, and mail, and provides a full range of communication 
• Provides complex administrative support which may include maintaining department data, utility data, preparing and distributing department documents; and updating departmental documents. 
• Creates and manages UMaine/UMM Customer requests.
• Monitors work orders.
• Knowledge of MaineStreet, Marketplace, Concur, and AiM or other similar financial systems.
• Organizes and maintains files, including creating and maintaining confidential department/employee /student files 
• Perform basic bookkeeping including tracking budgets, monitoring expenditures, preparing purchase orders, depositing cash and checks, reconciling general ledgers, and preparing financial reports, and payroll tasks. 
• Enters payroll
• Works as dispatch for emergent work needs
• May lead/coordinate and/or delegate work assignments and projects to student workers, may instruct others in work methods and procedures; May verify the work of others; May motivate individuals and encourage group efforts; May handle the most complex issues requiring substantial knowledge of institutional operations; May anticipate and plan for problems and issues.
• Providing a full range of communications, both verbally and in writing, regarding non-routine questions, issues and procedures; handling the most complex and sensitive customer/student requests requiring a comprehensive understanding of relevant policies, procedures and rules; preparing individualized responses for non-routine and/or escalated issues.   
• This position works in office, remote work is not available. 
• Performs other duties of a similar nature or level.

About the University:
The University of Maine is a community of more than 11,900 undergraduate and graduate students, and 2,500 employees located on the Orono campus, the regional campus in Machias, and throughout the state. UMaine is a land, sea and space grant university, and maintains a leadership role as the University of Maine System's flagship institution. UMaine is the state's public research university and a Carnegie R1 top-tier research institution, dedicated to providing excellent teaching, research and service for Maine, the nation and the world. More information about UMaine is at umaine.edu. 

The University of Maine offers a wide range of benefits for employees including, but not limited to, tuition benefits (employee and dependent), comprehensive insurance coverage including medical, dental, vision, life insurance, and short and long term disability as well as retirement plan options. 

UMaine is located in beautiful Central Maine. Many employees report that a primary reason for choosing to come to UMaine is quality of life. Numerous cultural activities, excellent public schools, safe neighborhoods, high quality medical care, little traffic, and a reasonable cost of living make the greater Bangor area a wonderful place to live. Visit the Maine Office of Tourism to learn more about what the Bangor region has to offer.

Qualifications:
Required:

• 60 credits or more of higher education or equivalent combination of work experience and training AND two years of administrative/office experience.
• Customer service principles;
• Safety principles;
• Exceptional written and verbal communication skills
• The ability to switch priorities, multitask, and perform a wide variety of duties
• Demonstrated ability to work independently and meet deadlines.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction.
• Operates all office equipment.
• Positions in this class typically require: reaching, standing, walking, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.
• Recordkeeping principles
• Basic budgeting principles
• Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sitting most of the time.  Walking and standing are required only occasionally.
   

Other Information: 

To be considered for this position you will need to “Apply” and upload the documentation listed below:

1.) a cover letter which describes your experience, interests, and suitability for the position
2.) a resume/curriculum vitae

Candidates selected to proceed to the final stages of the search process will be requested to provide a list of names and contact information for references.

Incomplete application materials cannot be considered. Materials received after the initial review date will be reviewed at the discretion of the University.

For full consideration, materials must be submitted by 4:30 p.m. EST on September 22, 2025.

For questions about the search, please contact search committee chair Jodi Munster at [email protected] or 207-581-2720.

The successful applicant is subject to appropriate background screening.