Office Associate II

State of Maine•Bangor, ME

2d•$19 - $27•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, supports management, and performs other general administrative support tasks. Staff collaborate to ensure duties remain covered during leave and may apply established rules, procedures, and documentation requirements to routine cases. The role also involves developing standard work procedures, preparing correspondence and informational materials, reviewing documents for accuracy, carrying out occasional secretarial tasks, and coordinating workshops and training sessions. The vacancy is in the Bangor office. Applicants must submit a cover letter rating their skills as expert, skilled, or novice in MS Word or a comparable word-processing application, Excel or a comparable spreadsheet application, and Access or a comparable database application, with a short explanation for each rating. The State of Maine describes the position as part of work supporting essential public services. The posting states that the position is not eligible for visa sponsorship or STEM OPT extensions.

Requirements

Training, education, or experience in office and administrative support work demonstrating competency in applying a 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.
Submit a cover letter rating skills as expert, skilled, or novice in MS Word or a comparable word-processing application, Excel or a comparable spreadsheet application, and Access or a comparable database application, 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, support management, and perform general administrative support tasks.
Coordinate with other Office Associate II staff to ensure responsibilities are covered during staff leave.
Apply explanations and interpretations of applicable rules, regulations, policies, procedures, codes, and documentation requirements to 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, or maps.
Examine documents and information, determine facts, detect errors and irregularities, and take authorized action.
Perform occasional routine secretarial duties, including 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 3 or more weeks of vacation leave annually, with vacation accrual increasing with years of service.
Personal leave for overtime-exempt employees.
12 days of sick leave per year.
State-paid 85%–95% of employee-only health insurance premiums, depending on salary; dependent coverage varies.
A 5% health insurance premium credit for qualifying participation.
State-paid 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 as a qualified employer.
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 are available to State employees.