Office Associate II

Department of Health and Human Services; Bangor (ME); On-site; USD 39,000 - 55,000; Full time

Benefits offered by this job

13 paid holidays

3+ weeks vacation time

Health insurance coverage

Job summary

The Department of Health and Human Services (DHHS) in Bangor, ME is accepting applications for an Office Associate II to provide essential administrative support for the Bangor district office. The role involves answering phones, filing, preparing documentation, and assisting management with general tasks during standard business hours.

The position requires solid knowledge of modern office practices and the ability to apply independent decision-making within established procedures.

Qualifications

• Competency in applying a solid knowledge of modern office practices.
• Ability to use independent decision-making on processes to follow and actions to take.
• Familiarity with standard procedures and documentation requirements.

Responsibilities

• Provide administrative support to the Bangor district office.
• Answer phones and direct callers during 8:00 a.m.–5:00 p.m.; file and archive records.
• Prepare documentation and support management with general administrative tasks.
• Work with staff to cover responsibilities during leaves.
• Explain and interpret applicable rules, regulations, and policies in routine cases.
• Develop standard work procedures within guidelines.
• Create forms, notices, and correspondence; draft business communications.
• Create graphics for informational materials including charts and maps.
• Develop computerized formats for forms, pamphlets, graphs, tables, and maps.
• Review documents to detect errors and take appropriate action.
• Coordinate and present workshops, training, and orientation sessions.
• Schedule and arrange travel, accommodations, and other administrative tasks.

Skills

Office administration

Independent decision-making

Job description

Department of Health and Human Services (DHHS)

Opening Date: October 16, 2026 Closing Date: October 29, 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

Position Number:02022-7825

Location: We have a vacancy in our Bangor office. Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities

• You will be responsible for providing administrative support to the Bangor district office.
• You will be responsible for answering phones and directing callers to the appropriate resource during the business hours of 8:00 a.m. to 5:00 p.m., filing and archiving records, preparing documentation, and supporting management, among other general administrative support tasks.
• Work with other Office Associate II staff to ensure that responsibilities are covered during staff leave.
• Apply an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements to routine, individual cases.
• Develop standard work procedures within established guidelines.
• 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.
• 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, order supplies and review documents to respond to requests.
• Coordinate and present workshops, training and orientation sessions.

Minimum Qualifications

To qualify for this position, you must have 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.

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.

Contact

For additional information about this position please contact Sharon Picard, Office Associate II Supervisor at [e-mail]

Benefits of working for the State of Maine

• 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.

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.

Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.