Office Associate II

MaineGuide; Augusta, Northern (GA, KY); Hybrid; USD 25,000 - 34,000; Full time

Job summary

MaineGuide seeks an Administrative Support Specialist to assist the OCFS division in Augusta. The role provides administrative and program support, handling inquiries, coordinating meetings, and maintaining records.

You will prepare documents, manage data, and ensure accurate reporting while upholding confidentiality and policy guidelines. Responsibilities include tracking meetings, training, and key documents, plus coordinating travel and calendar activities.

Qualifications

• Knowledge of modern office practices and the ability to perform complex administrative tasks.
• Ability to make independent decisions following standard procedures.

Responsibilities

• Provide comprehensive administrative support to program management and staff.
• Serve as primary contact for public and stakeholder inquiries.
• Receive intake forms and direct requests to appropriate staff.
• Maintain and update tracking systems for meetings, trainings, and documents.
• Prepare and edit correspondence, reports, and presentations with accuracy.
• Record and distribute meeting minutes and manage files.
• Enter and manage program data and generate reports.
• Support development of standard operating procedures to improve efficiency.
• Create and format charts, tables, and graphics for reports.
• Order and track office supplies and maintain inventory.
• Coordinate logistics for meetings and trainings, including scheduling and materials.
• Perform calendar management and travel arrangements.
• Maintain confidentiality in all program activities.

Skills

MS Word

Excel

Outlook

Microsoft Forms

SharePoint

PowerPoint

Canva

Job description

Department ofHealth 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:

You will be responsible for providing administrative and program support to the Early Care and Education (ECE) division within the Office of Child and Family Services (OCFS). This position supports 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 . Program support will be provided, Monday through Friday, 8:00 a.m. to 5:00 p.m. This work involves a variety of administrative and clerical duties requiring independent judgment, strong organizational skills, and the ability to manage multiple priorities within established policies and procedures.

You will also:

• 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:

To qualify for this position, you must have training, education, or experience in office and administrative support work that demonstrates:

• 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.

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:

• 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, phone and written contact with clients.
• 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)

Please submit a cover letter rating your skills as expert, skilled or novice in each of the following programs with a short explanation for that rating

• MS Word or comparable word processing applications
• Excel or comparable spreadsheet applications

Agency information:

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:

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 pays85%-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—receivesix 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 foranything 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.

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.