Office Assistant II

maine; Augusta (ME); On-site; USD 23,000 - 32,000; Full time

Job summary

Department of Public Safety - Fire Marshals Office in Augusta seeks an Office Assistant II to provide routine clerical support, data entry, and document preparation. The role requires proficiency with office equipment, spreadsheets, and data management, with the ability to prioritize tasks and meet deadlines.

Responsibilities include creating and organizing files, handling mail and correspondence, and supporting daily office operations under established procedures.

Qualifications

• Experience with routine office tasks and clerical duties.
• Ability to create and format documents and correspondence.
• Proficiency with spreadsheets and data entry.
• Knowledge of office equipment operation and basic computer literacy.

Responsibilities

• Perform routine office and administrative tasks.
• Prepare letters, reports, contracts, vouchers, and agendas.
• Create spreadsheets and manage data.
• Maintain files and organize paperwork.

Skills

Spreadsheets

Data management

Office machinery

Typing/Documentation

Education

General office/admin experience

Tools

Scanner/Printer

Job description

Department of Public Safety - Fire Marshals Office

Opening Date: October 16, 2026

Closing Date: October 30, 2026

BARGAINING UNIT: Administrative Services

SALARY RANGE: Range 8 $16.80 - $23.24/Hour (Includes 4% Stipend)

Position Name: Office Assistant II (6538)

POSITION LOCATION: Augusta

DESCRIPTION

This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is routine office and administrative support work performing routine, varied office support tasks often requiring the operation of technical office equipment. Responsibilities require making independent judgment in prioritizing assignments and selecting the most appropriate course of action within established operating procedures.

REPRESENTATIVE TASKS

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 spreadsheets and perform data management. Type varied routine business correspondence such as letters, reports, contracts, vouchers, and agendas from draft or original source documents to revised or final form. Lay out computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps. Organize, record, and maintain computerized and/or manual files. Operate technical office materials/equipment (examples are digital scanner, printing and bindery equipment, reprographic duplicators, postal machinery, etc.) according to set procedures. Transport and handle heavy goods. Input, arrange, code, transcribe, correct, and/or post standard form and free form data for data entry. Take and/or transcribe notes, dictation, transcripts, and/or tapes into written minutes and/or reports. Query for data via telephone, computer, and/or written/oral communication. Explain, inform, and/or initiate calls on routine matters. Refer non-routine inquiries to appropriate resource. Clean and/or maintain issued materials. May lead the work and provide guidance to co-workers on a project or intermittent basis.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED

Knowledge of modern office methods and procedures. Knowledge of spelling, punctuation, grammar, and business English. Ability to make intermediate mathematical calculations. Ability to drive car or light delivery truck may be required. Ability to create spreadsheets and perform data management. Ability to type varied routine business correspondence from draft or original source documents to revised or final form. Ability to lay out computerized formats and/or graphics. Ability to organize and maintain computerized and/or manual files. Ability to operate standard technical office materials/ equipment. Ability to use alphabetical, numerical, chronological, and secondary filing systems. Ability to rapidly and accurately take and/or transcribe dictation. Ability to convert data to electronic format. Ability to transfer information and present in modified form. Ability to access information from the internet. Ability to distinguish non-routine and technical inquiries and refer to appropriate source. Ability to work with timelines and schedules. Ability to clean and/or maintain issued materials. Ability to lead the work and provide guidance to co-workers on a project or intermittent basis. Representative Tasks & KSA's are cumulative across the Office & Administrative Support Job Family. Positions in this classification assume ALL the Distinguishing Characteristics & KSA's of: Office Assistant I.

MINIMUM QUALIFICATIONS

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a general knowledge of modern office practices to perform routine, varied office support tasks often requiring the operation of technical office equipment, and 2) the ability to use independent judgment in prioritizing the work and selecting the most appropriate course of action within set procedures. All positions in this classification assume the qualifications of: Office Assistant I

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS

Some positions may require possession of a valid Class B Maine Motor Vehicle Operator's License.