Office Associate II

MaineGuide; Maine; On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

13 paid holidays

12 sick days

3+ weeks vacation leave

Health insurance coverage (state)

Retirement plan

Job summary

The Maine State Police Training Unit is seeking a highly organized administrative professional to join our team in Vassalboro, ME. The role focuses on accreditation documentation, compliance tracking, and meticulous recordkeeping to support agency standards and accountability.

The ideal candidate will manage accreditation files, track training requirements, and maintain current records across Dirigo, PowerDMS, and other systems. Strong attention to detail and confidentiality are essential.

Qualifications

• Training, education, or experience in office and administrative support work demonstrating knowledge of modern office practices, the ability to perform complex and varied administrative tasks, and independent judgment in determining appropriate processes and actions within established procedures.
• Preferred qualifications include accreditation support, compliance tracking, audit preparation, or maintaining documentation for established professional standards (MLEAP or similar).
• Experience with accreditation and document management systems such as PowerDMS, SharePoint, and learning management systems like Dirigo is preferred.
• Advanced Excel functions to manage records, monitor deadlines, and produce reports.

Responsibilities

• Support Maine Law Enforcement Accreditation Program (MLEAP) compliance by organizing, updating, and maintaining accreditation files, supporting documentation, and proofs of compliance.
• Track yearly accreditation requirements, deadlines, and outstanding documentation; coordinate with personnel to keep records complete, accurate, and ready for review.
• Monitor and document compliance with mandatory training requirements established by the Maine Criminal Justice Academy and Maine State Police.
• Maintain training records and track course completion through Dirigo, PowerDMS and other agency systems.
• Use spreadsheets and electronic document management systems to organize information, monitor progress, and prepare reports.
• Prepare professional correspondence, reports, and other administrative documents.
• Organize and retrieve records for authorized requests, including public records requests, in accordance with agency procedures.
• Follow applicable confidentiality, information security, and records retention requirements.

Skills

Attention to detail

Organizational skills

Written and verbal communication

Independent work

Confidentiality

Tools

Excel

PowerDMS

SharePoint

Dirigo

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.

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Department of Public Safety
Job Class Code: 6542
Grade: 13 (Administrative Services)
Salary: $18.53 - $26.68//Hour *Salary Includes 2.5% Stipend
Location: Vassalboro, ME
Opening Date: November 13, 2026
Closing Date: December 1, 2026

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

The Maine State Police Training Unit is seeking a motivated, highly organized, and detail-oriented professional to join our office at the Maine Criminal Justice Academy in Vassalboro. The ideal candidate takes pride in accurate and thorough work, communicates effectively, and demonstrates initiative in managing priorities and meeting deadlines.

This position provides essential administrative support, with a primary focus on accreditation documentation, compliance tracking, and meticulous recordkeeping. Working closely with Training Unit personnel, this individual will help maintain organized, current and accessible records that support the agency’s professional standards and accountability.

If you enjoy work that requires precision, follow-through, and collaboration, we welcome your application.

Primary responsibilities include:

• Support Maine Law Enforcement Accreditation Program (MLEAP) compliance by organizing, updating, and maintaining accreditation files, supporting documentation, and proofs of compliance.
• Track yearly accreditation requirements, deadlines, and outstanding documentation; coordinate with personnel to keep records complete, accurate, and ready for review.
• Monitor and document compliance with mandatory training requirements established by the Maine Criminal Justice Academy and Maine State Police.
• Maintain training records and track course completion through Dirigo, PowerDMSand other agency systems.
• Use spreadsheets and electronic document management systems to organize information, monitor progress, and prepare reports.
• Prepare professional correspondence, reports, and other administrative documents.
• Organize and retrieve records for authorized requests, including public records requests, in accordance with agency procedures.
• Follow applicable confidentiality, information security, and records retention requirements.

Knowledge, skills, and abilities needed for success:

• Exceptional attention to detail and a consistent commitment to accurate, thorough record keeping.
• Strong organizational skills, including the ability to manage multiple priorities, track deadlines, and follow assignments through to completion.
• Strong working knowledge of Microsoft Excel applications and the ability to learn new software, training platforms, and electronic records systems.
• Ability to learn and apply accreditation standards, agency policies, and administrative procedures.
• Ability to review documentation, identify errors or gaps, and take appropriate action within established guidelines
• Clear, professional written and verbal communication skills.
• Ability to work independently, exercise sound judgment, and collaborate effectively with others.
• Ability to handle sensitive information with discretion and maintain confidentiality.

Minimum qualifications:

Training, education, or experience in office and administrative support work demonstrating knowledge of modern office practices, the ability to perform complex and varied administrative tasks, and independent judgment in determining appropriate processes and actions within established procedures.

Preferred qualifications:

Preference may be given to applicants with experience in one or more of the following:

• Accreditation support, compliance tracking, audit preparation, or maintain documentation for established professional standards, particularly MLEAP or comparable accreditation program.
• PowerDMS or similar accreditation and document management systems.
• Microsoft SharePoint, including organizing shared files and maintaining document libraries.
• Dirigo or comparable learning management systems used to track training and completion records.
• Advanced Excel functions used to manage records, monitor deadlines, and produce reports.

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 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.

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.

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.