Office Assistant II

Department of Health and Human Services; Augusta (ME); On-site; USD 22,000 - 31,000; Full time

Benefits offered by this job

13 paid holidays

Vacation leave 3+ weeks

Health insurance coverage

Dental Insurance

Retirement plan

Gym membership reimbursement

Job summary

Department of Health and Human Services in Augusta, ME, is seeking an Administrative Assistant I to manage communications, coordinate training logistics, and prepare training materials. This role supports the Policy and Training Unit and related OCFS programs, ensuring smooth operations for a busy office environment.

The position requires strong office skills, good judgment within procedures, and a commitment to accurate data handling.

Qualifications

• General knowledge of modern office practices for routine tasks.
• Ability to use independent judgment within set procedures.
• Office Assistant I qualifications are assumed for this role.

Responsibilities

• Manage incoming/outgoing communications (email, calls, mail, print materials).
• Coordinate training needs: venues, invoicing, registrations, attendance, certificates.
• Prepare/distribute physical course materials for training delivery.
• Support other admin processes, including intranet and LMS management.

Skills

Communication

Organization

Time management

Tools

Outlook

Excel

MS Word

Receptionist duties

Data entry

Keyboarding

Job description

Department of Health and Human Services (DHHS) Opening Date: August 31, 2026 Closing Date: September 14, 2026 Job Class Code: 6538 Grade: 08 (Admin Svcs) Salary: $16.07 - $22.25 per hour* *This is inclusive of a 4.00% recruitment and retention stipend Position Number: 03121-4297 Location: Augusta

Core Responsibilities

• Responsible for primary management of incoming and outgoing communications, including email, calls, mail, faxes, and other publications and print materials related to the Policy and Training Unit;
• Coordinating training-related needs, including, but not limited to, procuring venues, invoicing, managing registration and attendance of events, and distribution of certificates based on the information gathered as part of the attendance record;
• Working with Policy and Training Unit members to support the delivery of training by preparing and distributing physical course materials;
• Supporting other administrative processes for OCFS programs as needed, including management of the Policy and Training Intranet site and Learning Management Systems.

Minimum Qualifications

Minimum Qualifications: To qualify, you must have 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.

Required Skills / Tool Proficiency

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,
• Performing receptionist duties,
• Data entry (both narratives and billing data),
• Keyboarding (words per minute).

Agency Information

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 of Child & Family Services (OCFS), within DHHS, is responsible for ensuring the safety, permanency and well‑being of children and families through community networks, local resources, and life‑long family connections throughout Maine.

Benefits of working for the State of Maine

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 Fit – Rest is essential. Take time for yourself using 13 paid holidays and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime‑exempt employees receive personal leave. When you or immediate members of your family are ill, utilize 12 days of sick leave per year.
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee‑only premiums ($12,213.60 - $13,650.48 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 ($365.28 annual value).
• Retirement Plan – The State contributes the equivalent of 14.06% of the employee's pay towards 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 non‑birthing and adoptive parents—receive six 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.
• State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full‑time.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.

We are an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.

Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

About Us

About Us Join Maine State Government and Make a Difference in Your Community If you're looking for a fulfilling career that allows you to serve the public and make a difference, consider working with Maine State Government! Our departments boast an array of professions, including attorneys, biologists, correctional officers, equipment operators, engineers, human resources professionals, information technology experts, law enforcement officers, nurses, park rangers, social workers, and transportation workers. With more than 100 agencies, boards, and offices, Maine State Government is the perfect place to explore various industries and interests. Whether you're interested in finance or forestry, there's an opportunity for you to help make Maine an even better place to live.