Office Associate II

State of Maine • Augusta, GA

1d • Onsite

About The Position

The Department of Health and Human Services’ Office of Child and Family Services (OCFS), Early Care and Education division, is hiring an Office Associate II for its Augusta office. The position provides administrative and programming support to the Associate Director of Early Care and Education and the division. The work 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 describes the position as 29.5 hours per week, and also states that support will be provided part-time, 25 hours per week.

The successful candidate will help maintain division records and materials, prepare documents and correspondence, record meeting minutes, support standard operating procedures, and coordinate meetings, workshops, and trainings. The role also involves general administrative support such as scheduling, travel arrangements, and calendar and email management, with sound judgment, professionalism, and confidentiality.

The position is not currently eligible for visa sponsorship or STEM OPT extensions.

Requirements

• Training, education, or experience in office and administrative support work demonstrating knowledge of modern office practices and the ability to perform complex, varied office support tasks.
• Ability to make independent decisions about processes, information, and actions in accordance with standard procedures.
• Knowledge and application of excellent customer service standards.
• Prior experience performing a broad range of administrative duties.
• Prior customer-service experience involving 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, including PowerPoint and Canva.
• Applicants must submit a cover letter rating their skill level 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 Associate Director of Early Care and Education and the Early Care and Education division.
• 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 other 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 materials preparation.
• Perform general administrative tasks, including scheduling, travel arrangements, and calendar and email management.
• Exercise sound judgment, professionalism, and confidentiality.
• Perform other assigned tasks within the classification.

Benefits

• 13 paid holidays and 3+ weeks of vacation leave annually; vacation accrual increases with years of service.
• 12 days of sick leave per year.
• Health insurance, with the State paying 85%–95% of employee-only premiums depending on salary.
• A 5% employee-only health insurance premium credit for eligible participants.
• Dental insurance, with the State paying 100% of employee-only premiums.
• State contributions equivalent to 14.06% of employee pay toward MainePERS retirement.
• 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 through the Living Resources Program.
• Six weeks of fully paid parental leave for employees welcoming a child, including non-birthing and adoptive parents.
• 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: Part-time
• Career Level: Entry Level
• Education Level: No Education Listed