Office Associate II

at State of Maine, Bureau of Human Resources in Portland, Maine, United States

Job Description

Office Associate II

Portland , Maine , United States | Administrative & Office Support | Full-time Apply by: Aug. 26, 2022 Apply with Linkedin Apply

Department of Health and Human Services (DHHS)Opening Date: August 12, 2022Closing Date: August 26, 2022Job Class Code: 6542

Grade: 13 (Administrative Services)

Salary: $15.85/hr. – $21.93/hr.Position Number: 02000-3495

Agency information:

The Department of Health and Human Services (DHHS) is dedicated to promoting health, safety, resilience, and opportunity for Maine people. The Department provides health and social services to approximately a third of the State’s population, including children, families, older Mainers, and individuals with disabilities, mental illness, and substance use disorders. The Department also promotes public health, operates two state psychiatric hospitals, and provides oversight to health care providers. The Office for Family Independence (OFI) is responsible for administration of a number of programs and services, including MaineCare, Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program, Child Support, and Disability Determinations.

Job duties:

As an Office Associate II, you will be performing a variety of administrative support duties which may include:

+ Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.

+ Create and use varied correspondence formats and compose standard business correspondence.

+ Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized

+ Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests.

+ Write regular and/or periodic reports.

+ Receive and greet visitors and determine customer needs.

+ Advise others requesting technical assistance.

+ Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.

+ Develop standard work procedures within established guidelines.

+ Answering incoming phone calls;

+ Processing incoming and outgoing mail;

+ Filing of paperwork and documents;

+ Faxing, scanning and indexing documents.

Minimum Qualifications:

To qualify, you must have training, education or experience in office and administrative support work that demonstrates:

+ competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks.

+ 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.

Please submit a cover letter rating your skills in each of the following tasks/tools as: expert, skilled or novice.

+ Outlook or comparable email applications,

+ Excel or comparable spreadsheet applications,

+ MS Word or comparable word processing applications,

+ Receptionist and customer assistance by phone,

+ Data entry (entering data and narratives)

+ Keyboarding (words per minute).

Application Information:

Please submit all documents or files in a PDF format.

For additional information about this position please contact Marcus Hatch at To apply, please upload a recent resume and a cover letter rating your skills in each of the six (6) areas in the Requirements section, To request a paper application, please contact Ashley Smith


No matter where you work across Maine state government, you find employees who embody our state motto-“Dirigo” or “I lead”-as they provide essential services to Mainers every day. We believe in supporting our workforce’s health and wellbeing with a valuable total compensation package, including:

+ 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 ($10,150.80-$11,345.04 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 ($350.40 annual value).

+ Retirement Plan – The State of Maine contributes XX% 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 four weeks 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.

+ Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness ( .

Maine State Government is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide reasonable accommodations to qualified individuals with disabilities upon request.

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Job Posting: JC221204036

Posted On: Aug 14, 2022

Updated On: Aug 29, 2022