Office Associate II

Department of Marine Resources; Augusta (ME); On-site; USD 26,000 - 37,000; Part time

Job summary

Department of Health and Human Services in Augusta is seeking an Administrative Support Specialist to assist the Associate Director of Early Care & Education. You will maintain files, prepare reports, and coordinate meetings and travel, ensuring accuracy and compliance with program standards.

The role requires strong office practices, decisive judgment, and customer service focus to support the division’s operations and communications.

Qualifications

• Solid knowledge of modern office practices for complex tasks.
• Ability to make independent decisions following standard procedures.
• Experience in customer service with diverse interactions.
• Experience with a broad range of administrative duties.
• Proficient with MS Word, Excel, Outlook, Microsoft Forms and SharePoint; basic Canva graphics.

Responsibilities

• Provide comprehensive administrative support to the Associate Director to ensure efficient operations and compliance with program standards.
• Maintain and update shared folders and tracking documents; organize electronic and physical files.
• Support documentation and correct errors as needed.
• Create and format documents for reports and presentations.
• Prepare and edit correspondence and materials with accuracy and professionalism.
• Record and distribute meeting minutes.
• Support the documentation of standard operating procedures to improve administrative efficiency.
• Coordinate logistics for meetings, workshops, and trainings, including scheduling, communications, and materials preparation.
• Perform general administrative tasks such as scheduling, travel arrangements, and calendar and email management.
• Exercise sound judgment, professionalism, and confidentiality in all activities.
• Perform other tasks, as assigned that fall within the classification.

Skills

Office administration

Independent decision making

Customer service

Administrative duties

Client contact (in-person, phone, mail

MS Word

Excel

Outlook

Microsoft Forms

SharePoint

PowerPoint

Canva

Tools

MS Word

Excel

Outlook

Microsoft Forms

SharePoint

PowerPoint

Canva

Job description

Department of Health and Human Services (DHHS)

Opening Date: October 22, 2026

Closing Date: November 4, 2026

Job Class Code: 6542

Grade: 13 (Admin Svcs)

Salary : $18.53 - $26.68 per hour*

*This is inclusive of a 2.50% recruitment and retention stipend

*New State employees begin at Step 1, $18.53 per hour

Position Number: 09590-0080

Location: Augusta

*This position is 29.5 hours per week

If you enjoy being an active team member and have an interest in supporting work around child care, early learning, and early childhood services, the Early Care and Education division has a current vacancy in the Augusta office of OCFS.

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities:

• Provide comprehensive administrative support to the Associate Director of Early Care & Education to ensure efficient operations and compliance with program standards.
• Maintain and update shared folders and tracking documents for key division materials. Maintain organized electronic and physical files
• Support documentation of division information and identify or correct errors as needed.
• Create and format documents for reports and presentations.
• Prepare and edit correspondence and materials with accuracy, clarity, and professionalism.
• Record and distribute meeting minutes.
• Support the documentation of standard operating procedures to improve administrative efficiency.
• Coordinate logistics for meetings, workshops, and trainings, including scheduling, communications, and materials preparation.
• Perform general administrative tasks such as scheduling, travel arrangements, and calendar and email management.
• Exercise sound judgment, professionalism, and confidentiality in all activities.
• Perform other tasks, as assigned that fall within the classification.

Minimum Qualifications:

1. competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and
2. 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.

All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

The background of well-qualified candidate will demonstrate experience in the following areas:

1. Knowledge and application of excellent customer service standards.
2. Prior experience performing a broad range of administrative duties.
3. Prior experience working with customer service which involves direct face-to-face, phone and written contact with clients.
4. Skilled in the use of standard workplace equipment and applications (MS Word, EXCEL, Outlook, Microsoft Forms, SharePoint, etc.).
5. Skilled in basic graphic support (PowerPoint, Canva)

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