Office Associate II

State of Maine; Augusta (ME); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

Health Insurance Coverage

Dental Insurance

Retirement Plan

Gym Membership Reimbursement

Flexible Spending Accounts

Job summary

State of Maine Department of Education in Augusta seeks a full-time administrative support specialist to perform diverse clerical tasks and operate office equipment. You will create standard business correspondence, prepare reports, and assist with public-facing materials and web updates.

Responsibilities include coordinating workshops, processing documents, and ensuring compliance with policies. A strong knowledge of office practices and confidentiality is required.

Qualifications

• Knowledge of graphics, illustration and publication work.
• Familiar with information distribution via the internet.
• Ability to create varied business correspondence and reports.
• Skill in basic graphics for informational materials.
• Ability to coordinate workshops and present information.

Responsibilities

• Complies with state policies and security/confidentiality requirements.
• Create and format business correspondence.
• Develop graphics for maps, charts, and publications.
• Update web pages using standard office software.
• Prepare and present regular reports.
• Coordinate workshops and training sessions.

Skills

Graphics

Publication

Office software

Web publishing

Presentations

Report writing

Examination scoring

Regulatory awareness

Job description

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State's career page and indicate on the application that they have previously worked for the State.

Department of Education

Opening Date: October 08, 2026

Closing Date: October 23, 2026

Grade: 13 / Administrative

Job Class Code: 6542

Salary: $18.53 - $26.68* / Hourly (*includes a 2.50% recruitment and retention stipend)

Position Number: 014006308

Position Type: Full-Time

Location: Augusta

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

DESCRIPTION: This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is office and administrative support work performing complex, varied office support tasks often requiring established skill sets which include a solid knowledge of modern office practices and office equipment necessary to perform divergent clerical functions. Responsibilities require independent decision‑making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

REPRESENTATIVE TASKS

• Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• Create and use varied correspondence formats and compose standard business correspondence.
• Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form.
• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
• Post to, amend, and/or update web pages using established content and knowledge of modern office software.
• Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized.
• Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests.
• Coordinate and present workshops, training, and orientation sessions.
• Write regular and/or periodic reports.
• Administer and/or score applicable examination in accordance with set procedures.
• Track and/or monitor contracts and/or licenses.
• Collect, count, reconcile and/or deposit fees in accordance with set procedures.
• Reconcile funds and perform calculations for reports.
• Receive and greet visitors, and determine customer needs.
• Advise others requesting technical assistance.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Develop standard work procedures within established guidelines.
• May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work.
• May confer with supervisor on performance appraisals of work team members.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED

• Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work.
• Knowledge of information distribution through use of the internet.
• Knowledge of the principles and practices of informational presentations.
• Ability to create and use varied correspondence formats and compose standard business correspondence.
• Ability to prepare standard reports.
• Ability to develop and use computerized formats and/or graphics.
• Ability to perform basic secretarial duties.
• Ability to administer, score and/or correct standard examinations.
• Ability to collect, count, reconcile and/or deposit fees in accordance with set procedures.
• Ability to reconcile funds.
• Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
• Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Ability to create basic graphics/illustration/publication work to produce informational materials.
• Ability to make standard changes to web page content.
• Ability to coordinate and present workshops, training, and orientation sessions.
• Ability to effectively present information to individuals/ groups.
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to effectively resolve problems.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• Ability to provide ongoing leadership for a work team.
• Ability to confer with supervisor on performance appraisals of work team members.

MINIMUM QUALIFICATIONS

Training, education, or experience in office and administrative support work that demonstrates 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.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS

Some positions may require possession of a valid Class B Maine Motor Vehicle Operator's License.

CONTACT INFORMATION

For more information or questions specific to the position, please contact [e-mail]

The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.

BENEFITS

• Work-Life Balance - Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime‑exempt employees receive personal leave.
• Health Insurance Coverage - The State of Maine pays 85%-100% of employee‑only premiums ($11,857.68-$13,950.24 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 of Maine contributes 14.06% of pay to 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 fathers and adoptive parents‑receive forty‑two (42) consecutive calendar days 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.

EQUAL OPPORTUNITY EMPLOYER

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. 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 experience and passion set you apart.

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.