Office Associate II

State of Maine•Augusta, ME

9d•$19 - $27•Hybrid

About The Position

The Department of Health and Human Services (DHHS), Division of Licensing and Certification, is seeking an Office Associate II to provide administrative support to the Assisted Housing, Personal Care Agency, and Home and Community Support Services Programs. The position processes license applications, maintains records and documentation, updates a federally mandated database, responds to provider inquiries, and supports division staff with licensing surveys and complaint investigations. The position is based in Augusta and allows partial telework with management approval; remote work may begin after completion of a probationary period and requires supervisor approval. The Office Associate II provides primary administrative support to program surveyors, supervisors, and the program manager. The role involves managing data across multiple databases, reviewing applications, preparing routine licensing correspondence, and keeping licensing documents accurate and current. The employee must handle sensitive information confidentially, prioritize work, and help ensure licensing and certification activities are covered during staff leave. The minimum qualifications are training, education, or experience in office and administrative support demonstrating solid knowledge of modern office practices for complex and varied tasks, along with the ability to make independent decisions about processes, information, and actions in accordance with standard procedures. This classification assumes the qualifications of Office Assistant I, Office Assistant II, and Office Associate I. The State of Maine describes its compensation package as including paid holidays and leave, health and dental insurance, retirement contributions, gym membership reimbursement, flexible spending accounts, parental leave, and other wellness-related benefits. Salary is $18.53–$26.68 per hour, inclusive of a 2.50% recruitment and retention stipend; new State employees begin at Step 1 at $18.53 per hour.

Requirements

Training, education, or experience in office and administrative support work.
Demonstrated competency applying solid knowledge of modern office practices to complex, varied office support tasks.
Ability to use independent decision-making to determine appropriate processes, information to process, and actions to take in accordance with standard procedures.
Meet the assumed qualifications of Office Assistant I, Office Assistant II, and Office Associate I.

Nice To Haves

Experience in a regulatory, licensing, or government office environment.
Strong organizational skills and attention to detail and accuracy.
Ability to consistently follow detailed instructions, policies, and procedures in a fast-paced environment.
Proficiency with Microsoft Outlook, Word, and Excel.

Responsibilities

Provide primary administrative support to surveyors, supervisors, and the program manager for the Assisted Housing, Personal Care Agency, and Home and Community Support Services Programs.
Perform data entry and data management involving multiple databases.
Review applications for accuracy and follow up with providers when appropriate.
Assist providers with questions about licensing applications and processes.
Prioritize tasks and complete work accurately and on time.
Prepare routine correspondence, forms, notices, and letters related to licensing activities.
Ensure licensing documents are accurate and up to date.
Maintain confidentiality and handle sensitive information.
Coordinate with the Office Associate II Supervisor to ensure licensing and certification activities are covered during staff leave.
Perform other administrative duties as requested, including mail processing and distribution, copying, scanning, and gathering data for licensing reports.
Support division staff with licensing surveys and complaint investigations.
Maintain records and documentation and update the federally mandated database.

Benefits

13 paid holidays and more than three weeks of annual vacation leave, with vacation 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; dependent coverage contributions vary.
A 5% employee-only health insurance premium credit is available for participants who meet program requirements.
The State pays 100% of employee-only dental insurance premiums.
State retirement contribution equivalent to 14.06% of employee pay toward MainePERS.
Gym membership reimbursement of up to $40 per month.
Health and dependent care flexible spending accounts.
Eligibility for Public Service Student Loan Forgiveness.
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.
Additional unpaid leave may be available under the Family and Medical Leave Act.
Voluntary deferred compensation through a MaineSaves 457(b) account.
Additional wellness benefits.