Office Associate II

State of Maine•Augusta, ME

2d•$19 - $27•Onsite

About The Position

The Office Associate II provides administrative and programming support to the Associate Director of Early Care and Education and the Early Care and Education division within the Office of Child and Family Services (OCFS), part of Maine’s Department of Health and Human Services. The role is based in the OCFS Augusta office and involves varied administrative and clerical duties requiring independent judgment, strong organizational skills, and the ability to manage multiple priorities while following established policies and procedures. The posting states that the position is 29.5 hours per week; the core-responsibilities section describes part-time support of 25 hours per week. The position supports division operations and program standards through records and document management, correspondence and presentation preparation, meeting documentation and logistics, and general administrative work. It calls for professionalism, sound judgment, and discretion when handling confidential information. The role is not eligible for visa sponsorship or STEM OPT extensions. Applicants should submit a cover letter addressing the listed competency areas and rating their skill level as expert, skilled, or novice—with a brief explanation—for Word or comparable word processing applications, Excel or comparable spreadsheet applications, and Access or comparable database applications. 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 applying solid knowledge of modern office practices to complex, varied office-support tasks.
Ability to make independent decisions about appropriate processes, information to process, and actions to take in accordance with standard procedures.
Knowledge of and ability to apply excellent customer service standards.
Experience performing a broad range of administrative duties.
Experience providing customer service through direct face-to-face, telephone, and written contact with clients.
Skill using standard workplace equipment and applications, including MS Word, Excel, Outlook, Microsoft Forms, and SharePoint.
Skill in basic graphic support using PowerPoint and Canva.
Submit a cover letter rating skill as expert, skilled, or novice, with a short explanation, for Word or comparable word processing applications, Excel or comparable spreadsheet applications, and Access or comparable database applications.

Responsibilities

Provide comprehensive administrative support to the Associate Director of Early Care and Education to support efficient operations and compliance with program standards.
Maintain and update shared folders and tracking documents for key division materials, and organize electronic and physical files.
Support documentation of division information and identify or correct errors as needed.
Create and format documents for reports and presentations.
Prepare and edit correspondence and materials accurately, clearly, and professionally.
Record and distribute meeting minutes.
Support documentation of standard operating procedures to improve administrative efficiency.
Coordinate logistics for meetings, workshops, and trainings, including scheduling, communications, and preparation of materials.
Perform general administrative tasks, including scheduling, travel arrangements, and calendar and email management.
Exercise sound judgment, professionalism, and confidentiality in all activities.
Perform other tasks within the classification as assigned.

Benefits

13 paid holidays and 3+ weeks of annual vacation leave; vacation accrual increases with years of service, and overtime-exempt employees receive personal leave.
12 days of sick leave per year.
State payment of 85%-95% of employee-only health insurance premiums, depending on salary; dependent coverage is also available.
A health insurance premium credit that decreases employee-only premiums by 5% when participation requirements are met.
State payment of 100% of employee-only dental insurance premiums.
State retirement contribution equivalent to 14.06% of employee pay to 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; 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; benefits may vary by collective bargaining agreement and are prorated for less-than-full-time work.