Office Assistant II

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

Benefits offered by this job

13 paid holidays

12 days of sick leave

3+ weeks vacation leave

Health insurance

Job summary

Department of Public Safety - Fire Marshals Office in Augusta, ME seeks an Office Assistant II to provide routine office and administrative support. The role involves operating office equipment, clerical tasks, and data entry within established procedures.

The position includes duties such as preparing letters, reports, vouchers, and agendas; maintaining files; and assisting with basic data management and scheduling.

Qualifications

• Knowledge of modern office methods and procedures.
• Ability to create spreadsheets and manage data.
• Ability to type varied routine business correspondence.
• Ability to organize and maintain files.

Responsibilities

• Complies with state policies on security and confidentiality.
• Create spreadsheets and perform data management.
• Type routine business documents from drafts to final form.
• Layout formats/graphics for forms, pamphlets, charts, and maps.
• Organize and maintain computerized and manual files.
• Operate standard office equipment per procedures.
• Input and transcribe data for data entry.
• Take notes or transcripts into written minutes/reports.
• Assist with calls and basic inquiries; refer non-routine items.

Skills

Data entry

Spreadsheet creation

Typing

Office procedures

Time management

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.

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 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 ($11,857.68-$13,950.24 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 of Maine contributes 14.06% 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 forty-two (42) consecutive calendar days 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.

As 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.