Office Associate II

State of Maine•Augusta, ME

2d•$18 - $25•Onsite

About The Position

This position provides administrative support position within the Mail Processing & Resolution Section (MPR) Unit of the Maine Revenue Service’s (MRS), Operations Processing Center (OPC), performing complex, varied office tasks requiring the operation of technical office equipment. Responsibilities require using independent judgment, initiative, and discretion to make decisions on various matters in accordance with departmental policies and procedures including mail processing and research. Necessary skills consist of effective communication, attention to detail, accuracy, organization, and prioritization. This position requires adaptability due to the cross-functional aspects of the job. DAILY KEY RESPONSIBILITIES: An Overall View The day follows a time driven, production-focused cadence. There are clear processing deadlines throughout the day, so work moves in focused blocks, alternating between seated, high-accuracy data entry and active mail-handling tasks. A balancing of accuracy and volume - accuracy being a constant; volume dictating pace. Mail Flow and Coordination Retrieve, sort, prepare, and distribute letters by established deadlines. Sort, slice, and prepare incoming mail by established deadlines. Prepare outgoing mail by established deadlines. This is where adaptability shows up - you’re switching between hands-on handling, quality checks, and light coordination to keep mail moving smoothly. Processing and Problem-Solving Assign and oversee incoming mail to ensure daily goals are met. Correct barcodes and prepare documents/checks for scanning. Process in-office cash with strict accuracy controls. Operate high-speed scanning equipment while monitoring for errors. Research payments that lack documentation or require manual allocation. Process mail within service levels. This phase blends routine processing with investigative work, requiring judgment when documentation is incomplete or unclear. Precision and Momentum Focused data entry for tax returns, payments and related documents. Work is an individual as part of a larger team, detail-heavy, and accuracy-driven. You’re settling into rhythm—speed matters, but zero errors matter more. This block sets momentum for the rest of the day and requires sustained concentration with minimal interruption. Wrap-up and Accountability Reviewing and preparing for the next day. Ensuring leadership is informed if anything significant remains incomplete. Setting up priorities for the next day. Record all individual and assigned task statistics accurately. This phase ensures the day’s work is fully accounted for and sets the stage for the next processing cycle. In Summary Highly structured with deadlines and little idle time. Split between fine-detail desk work and physical mail handling and scanning. Repetitive in tasks, but varied in volume, exceptions, and problem-solving needs. Dependent on accuracy, consistency, and adaptability across functions. In short, the workday moves like an assembly line—steady, deadline-driven, and detail-focused—where success depends on maintaining speed and precision from start to finish.

Requirements

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 2) 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.
An essential function of this position requires the candidate to have the ability to lift up to 25lbs.

Responsibilities

Retrieve, sort, prepare, and distribute letters by established deadlines.
Sort, slice, and prepare incoming mail by established deadlines.
Prepare outgoing mail by established deadlines.
Assign and oversee incoming mail to ensure daily goals are met.
Correct barcodes and prepare documents/checks for scanning.
Process in-office cash with strict accuracy controls.
Operate high-speed scanning equipment while monitoring for errors.
Research payments that lack documentation or require manual allocation.
Process mail within service levels.
Focused data entry for tax returns, payments and related documents.
Record all individual and assigned task statistics accurately.

Benefits

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 14.11% 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.