Office Associate II

Department of Health and Human Services; Augusta (GA); On-site; USD 24,000 - 35,000; Full time

Benefits offered by this job

13 paid holidays

Vacation leave

Health Insurance Coverage

Dental Insurance

Retirement Plan

Gym Membership Reimbursement

Flexible Spending Accounts

Parental leave

Deferred Compensation

Work-life balance

Job summary

The Department of Health and Human Services in Augusta, GA seeks an Office Assistant to provide essential administrative support across OCFS programs. You will handle intake, coordinate meetings, manage documents, and assist program staff to ensure compliant, efficient operations.

You will prepare materials, maintain records, and help develop procedures while upholding confidentiality. The role offers comprehensive benefits and opportunities for growth within state government.

Qualifications

• Solid knowledge of modern office practices and procedures.
• Ability to provide excellent customer service.
• Experience with administrative duties.
• Experience with direct client contact.
• Proficient in standard software (Word, Excel, Outlook).
• Familiar with forms, SharePoint, and Canva for visuals.

Responsibilities

• Support program management and staff with administrative tasks to ensure efficient operations.
• Provide intake handling and route requests to appropriate staff.
• Serve as a primary contact for public and stakeholder inquiries.
• Maintain and update tracking systems for meetings, trainings, and documents.
• Prepare and edit correspondence, reports, and presentations.
• Record and distribute meeting minutes and maintain files.
• Enter and manage program data and generate reports.
• Assist in development of standard operating procedures to improve efficiency.
• Create charts, tables, and graphics for reports and presentations.
• Coordinate logistics for meetings, workshops, and trainings.
• Perform scheduling, travel arrangements, and calendar management.
• Maintain confidentiality and use sound judgment in all activities.

Skills

Customer service

Independent decision making

Office etiquette

Multitasking

Attention to detail

Education

Office Assistant I/II/Associate I qualifications

Tools

MS Word

Excel

Outlook

Microsoft Forms

SharePoint

PowerPoint

Canva

Job description

Job Information

Department of Health and Human Services (DHHS) Date: August 28, 2026 Closing Date: September 11, 2026 Job Class Code: 6542 Grade: 13 (Administrative Services) Salary: $17.73 - $25.53 per hour* *This is inclusive of a 2.50% recruitment and retention stipend *New State employees begin at Step 1, $17.73 per hour Position Number: 02000-3824 Location: Augusta Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities

• Support OCFS programming for the early care and education workforce in Maine's child care programs, Head Starts, and schools, including early childhood mental health consultation, the salary supplement system, and technical assistance coordination.
• Provide comprehensive administrative support to program management and staff to ensure efficient operations and compliance with program standards.
• Serve as a primary contact for public and stakeholder inquiries, providing accurate information or directing requests to appropriate staff.
• Receive intake forms for those requesting technical assistance and consultation, and direct request to appropriate staff and programs.
• Maintain and update tracking systems for meetings, trainings, and key program documents.
• Prepare and edit correspondence, reports, and presentation materials with accuracy, clarity, and professionalism.
• Record and distribute meeting minutes and maintain organized electronic and physical files.
• Enter and manage program data, generate reports, and identify or correct errors as needed.
• Support the development and documentation of standard operating procedures to improve administrative efficiency.
• Create and format charts, tables, and graphics for reports and presentations.
• Order and track office, marketing, and training supplies; maintain inventory records.
• Coordinate logistics for meetings, workshops, and trainings, including scheduling, communications, and materials preparation.
• Perform general administrative tasks such as scheduling, travel arrangements, and calendar management.
• Exercise sound judgment, professionalism, and confidentiality in all program activities.
• Perform other tasks, as assigned that fall within the classification.

Minimum Qualifications

• Competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and Demonstrates the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.
• Knowledge and application of excellent customer service standards.
• Prior experience performing a broad range of administrative duties.
• Prior experience working with customer service which involves direct face-to-face contact with clients.
• Skilled in the use of standard workplace equipment and applications (MS Word, EXCEL, Outlook, Microsoft Forms, SharePoint, etc.).
• Skilled in basic graphic support (PowerPoint, Canva).
• All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

Benefits

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

Equal Opportunity & Diversity

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.

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.

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.

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.

Application Process & About Us

Application Process 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.