Office Assistant II

maine; Biddeford (ME); On-site; USD 22,000 - 31,000; Full time

Benefits offered by this job

13 paid holidays

Job summary

The Department of Health and Human Services (DHHS) in Biddeford, ME is seeking an administrative support worker to handle a high-volume incoming call load and perform clerical duties for OCFS. The role includes document redaction, file maintenance, and general administrative tasks in a fast-paced state office environment.

Ideal candidates will have experience with standard office software (Outlook, Excel, Word) and strong data-entry skills.

Qualifications

• Ability to use Outlook or comparable email applications.
• Ability to use Excel or comparable spreadsheet software.
• Ability to use MS Word or comparable word processing software.
• Performing receptionist duties.
• Data entry of narratives and billing data.
• Keyboarding to required speed.

Responsibilities

• Manage incoming calls on an assigned schedule; back up to the clerk on telephone duty.
• Distribute incoming/outgoing communications, mail, faxes, and publications.
• Redact adoption records for prospective adoptive parents.
• Burn CDs for Clifford Orders and Court documents.
• File closed assessments and permanency records.
• Support other administrative processes for OCFS programs.

Skills

Outlook

Excel

MS Word

Receptionist duties

Data entry

Keyboarding

Job description

Department of Health and Human Services (DHHS)

Opening Date: August 11, 2026
Closing Date: August 24, 2026
Job Class Code: 6538
Grade: 08
Salary: $16.07 - $22.25 per hour*
*This is inclusive of a 4.00% recruitment and retention stipend
*New State employees begin at Step 1, $16.07 per hour
Position Number: 02022-7518
Location: Biddeford
Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities

• Responsible for primary management of incoming calls to the Biddeford OCFS on an assigned schedule. Serving as backup to the clerk assigned to telephone duty when they are away from their desk or out of the office - Receiving and directing 100-200 phone calls daily; engaging with callers to understand their needs and assisting them with connecting with the appropriate OCFS staff or program;
• Managing and distributing incoming and outgoing communications for the office, including mail, faxes, and other publications and print materials;
• Redact adoption records for prospective adoptive parents;
• Burn CD's for Clifford Orders, Court, etc.;
• Filing closed assessments and permanency records;
• Supporting other administrative processes for OCFS programs as needed.

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.

• Outlook or comparable e-mail application
• Excel or comparable spreadsheet application
• MS Word or comparable word processing application
• Performing receptionist duties
• Data entry (both narratives and billing data)
• Keyboarding (words per minute)

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