Office Assistant II

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

Benefits offered by this job

13 paid holidays

3+ weeks vacation leave annually

12 days sick leave per year

Health Insurance Coverage

Dental Insurance

Public Service Student Loan Forgivene​

Retirement Plan

Wellness benefits

Job summary

The Department of Health and Human Services (DHHS) in Biddeford, Maine is seeking a reliable administrative support specialist to manage a high-volume phone desk and route inquiries for OCFS programs.

Proficiency in Outlook, Excel and Word, data entry, and keyboarding is required. The role includes filing, record handling, and coordination of communications, with formal state benefits and opportunities for growth.

Qualifications

• 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).

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.

Skills

Receptionist duties

Data entry

Typing speed

Education

High school diploma or equivalent

Tools

Outlook

Excel

MS Word

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

• 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)

Thinking about applying? Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.

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

• 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.

Equal Opportunity

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.

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you.

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