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.

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JOB DESCRITPTION:

This Public Service Coordinator I (FOAA and Appeal Coordinator) ensures compliance with legal obligations, improves operational efficiency, and upholds the public's right to transparent and accountable government.

As a FOAA Coordinator, this position will ensure proper receipt, tracking, and timely response to all FOAA requests as mandated by state and federal FOAA laws, will consistently apply legal exemptions and redactions, and maintain detailed records for auditing and reporting purposes. As an Appeal Coordinator, this position will ensure that each appeal is addressed in a consistent, unbiased, and timely manner, upholding the integrity of the procurement process. This position will also act as the designated Records Officer for the Office of State Procurement Services.

RESPONSIBILITIES:

APPEALS & PROTEST PROCESS

• Publish and track waivers of competitive bidding
• Track and monitor appeal and protest submission deadlines
• Monitoring for, receive, and log all appeals or protests related to award decisions made under OSPS purview Maintain tracking and filing of all appeals and protests
• Coordinate with legal and subject matter experts to review appeal or protest
• Communicate with appellant and stakeholders throughout the appeal or protest process
• Draft and send notification and decision letters
• Prepare reports and recommendations for leadership review
• Ensure compliance with all relevant statute and policy deadlines
• Maintain accurate internal appeals SOP documentation and recommend improvements
• Establishing contracts for hearing officers to preside over our administrative appeal process in accordance with the recommendations of the Office of the Attorney General and our Assistant Attorney General.
• The coordination of all events, communications, and documents in accordance with the direction of the hearing officer.

FOAA (Freedom of Access Act) & FOIA (Freedom of Information Act) PROCESS

• Serve a central point of contact for FOAAIFOIA process within OSPS
• Maintain FOAA/FOIA tracking and filing
• Review FOAA/FOIA request and determine appropriate action steps
• Serve as the central point of contact for all FOAA/public records requests
• Gather responsive records, and/or work with relevant departments and personnel to gather responsive records Review records for responsiveness, exemptions, and necessary redactions. Apply appropriate procedures, including coordinating with the AAG, for decisions related to confidentiality/redactions
• Document all FOAA request activity, communications, and decisions made during the request process
• Track deadlines to ensure statutory compliance for response times and appeals
• Prepare ad hoc reports on FOAA request volume, response times, and outcomes
• Maintain accurate internal FOAA SOP documentation and recommend improvements

RECORDS OFFICER

• Act as the designated Records Officer for OSPS
• Conduct and convey records retention training for OSPS employees
• Ensure compliance with State records policies
• Maintain accurate internal records SOP documentation and recommend improvements

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Good understanding of applicable State statutes and rules
• Ability to uphold strict confidentiality
• Ability to work calmly under pressure
• Ability to work independently and be self-motivated
• Strong analytical skills, including: critical thinking, problem solving, research, decision making, attention to detail, logical reasoning.
• Excellent written communication skills, including: clarity, grammar and spelling, structure and organization, audience awareness, research and accuracy, professional tone
• Excellent oral communication skills, including: professional tone, audience awareness, clarity and conciseness
• Exceptional organizational skills, including: tin1e management, prioritization, strategic planning, information management
• Knowledge of public procurement processes and rules, including solicitations and contract management
• Computer skills, including fluency in: MS Office (Word, Excel, SharePoint, Outlook), Adobe, DocuSign

APPLICATION INSTRUCTIONS:

Please submit a cover letter along with a current resume.

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 recruiting.ggsc@maine.gov

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 18.91% 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

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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.