Office Associate II

State of Maine • Bangor, ME

1d • Onsite

About The Position

The Office Associate II provides administrative support to the Department of Health and Human Services’ Bangor district office. The position answers phones and directs callers to appropriate resources during business hours of 8:00 a.m. to 5:00 p.m.; files and archives records; prepares documentation; and supports management with general administrative tasks. Staff coordinate with other Office Associate II employees to ensure responsibilities are covered during leave. The role also involves applying rules and procedures to routine cases, developing standard work procedures, preparing correspondence and informational materials, reviewing documents for errors and irregularities, handling occasional secretarial duties, and coordinating and presenting workshops, training, and orientation sessions.

The position is located in the Bangor office and is not eligible for visa sponsorship or STEM OPT extensions. Applicants must submit a cover letter rating their skills as expert, skilled, or novice in Word or comparable word-processing applications, Excel or comparable spreadsheet applications, and Access or comparable database applications, with a short explanation for each rating. A recent resume may also be submitted. Documents should be uploaded in PDF or Word format.

Requirements

• Training, education, or experience in office and administrative support work demonstrating competency in modern office practices for complex, varied office support tasks.
• Ability to make independent decisions about processes, information to process, and actions to take in accordance with standard procedures.
• Submit a cover letter rating skills as expert, skilled, or novice in MS Word or comparable word-processing applications, Excel or comparable spreadsheet applications, and Access or comparable database applications, with a short explanation for each rating.

Responsibilities

• Provide administrative support to the Bangor district office.
• Answer phones and direct callers to appropriate resources during business hours of 8:00 a.m. to 5:00 p.m.
• File and archive records, prepare documentation, and support management with general administrative tasks.
• Coordinate with other Office Associate II staff to cover responsibilities during staff leave.
• Apply and interpret applicable rules, regulations, policies, procedures, codes, and documentation requirements in routine individual cases.
• Develop standard work procedures within established guidelines.
• Create and use varied correspondence formats and compose standard business correspondence.
• Create basic graphics, illustrations, and publications for informational materials, including maps, charts, and graphs.
• Develop and use computerized formats or graphics for forms, pamphlets, graphs, charts, tables, and maps.
• Examine documents and information, determine facts, detect errors and irregularities, and take authorized action.
• Perform occasional routine secretarial duties, such as completing work schedules, arranging appointments and travel or lodging, ordering supplies, and reviewing documents to respond to requests.
• Coordinate and present workshops, training, and orientation sessions.

Benefits

• 13 paid holidays and at least three weeks of annual vacation leave, with accrual increasing with years of service.
• Personal leave for overtime-exempt employees.
• 12 days of sick leave per year.
• The State pays 85%–95% of employee-only health insurance premiums, depending on salary.
• Health insurance premium credit that can reduce employee-only premiums by 5%, subject to program requirements.
• The State pays 100% of employee-only dental insurance premiums.
• State contribution equivalent to 14.06% of employee pay toward Maine Public Employees Retirement System (MainePERS).
• Gym membership reimbursement of up to $40 per month.
• Health and dependent care flexible spending accounts.
• Eligibility for Public Service Student Loan Forgiveness through the State’s qualified-employer status.
• Employee assistance program through the Living Resources Program.
• Six weeks of fully paid parental leave for employees welcoming a child, including non-birthing and adoptive parents.
• Potential additional unpaid leave under the Family and Medical Leave Act.
• Voluntary deferred compensation through a MaineSaves 457(b) account.
• Additional wellness benefits; benefits may vary by collective bargaining agreement and are prorated for less than full-time work.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed