Office Assistant II

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

Job summary

Department of Health and Human Services in Maine seeks an Office Assistant II in Caribou to support OCFS with answering calls, guiding clients to the right services, and maintaining orderly office operations.

The role requires strong communication, organization, and professionalism; responsibilities include handling 100-200 calls daily, managing mail and records, and assisting with various administrative tasks in a fast-paced team.

Qualifications

• Office and administrative support experience.
• Ability to prioritize work and follow procedures with independent judgment.
• Experience with modern office practices and equipment.

Responsibilities

• Answer 100-200 calls daily and direct to appropriate staff.
• Manage incoming/outgoing communications, mail, faxes, and publications.
• Redact adoption records for prospective adoptive parents.
• Burn CD's for Clifford Orders, Court, etc.
• File closed assessments and permanency records.
• Support other administrative processes as needed.

Skills

Outlook

Excel

MS Word

Receptionist duties

Data entry

Keyboarding

Job description

Department of Health and Human Services (DHHS) Opening Date: August 20, 2026 Closing Date: September 2, 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: 02022-7837

Location: We have a vacancy in our Caribou office.

Core Responsibilities: This critical Office Assistant II position engages with callers, visiting providers and families to guide them to the appropriate OCFS staff and services as part of the OCFS goal of providing excellent customer service. As a member of a fast-paced team-oriented office environment, a well-qualified candidate will be professional, well spoken, patient, possess strong organizational skills, and demonstrate a history of excellent customer service skills, both phone and in person. The candidate will demonstrate the ability to successfully manage multiple priorities for a wide variety of office tasks supporting the overall OCFS mission. Your duties will include but are not limited to:

• Responsible for primary management of incoming calls to the Bangor 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: In order 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.

• Outlook or comparable email applications – expert, skilled or novice;
• Excel or comparable spreadsheet applications – expert, skilled or novice;
• MS Word or comparable word processing application – expert, skilled or novice;
• Performing receptionist duties – expert, skilled or novice;
• Data entry (both narratives and billing data) – expert, skilled or novice;
• Keyboarding (words per minute) – expert, skilled or novice.

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.

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.

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.

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