Office Associate II

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

Benefits offered by this job

13 paid holidays

3+ weeks vacation leave

Health insurance

Retirement plan

Parental leave

Job summary

State of Maine, Department of Health and Human Services, is seeking an Administrative Support Specialist in Portland to assist the Adult Protective and Public Guardianship Programs. You will perform document scanning, filing, and mailings, manage records, and support probate filings.

The role requires handling calls, ordering office supplies, and collaborating with staff to cover duties during absences. Maine's benefits and supportive work environment are highlighted in the posting.

Qualifications

• Must have training, education, or experience in modern office practices to perform complex, varied tasks.
• Ability to use independent decision-making on appropriate processes to follow per standard procedures.
• Submit a cover letter rating skills: expert, skilled or novice; helps process the application.

Responsibilities

• Provide administrative support to Adult Protective and Public Guardianship Programs within OADS, Portland.
• Scan and upload documents into Evergreen, prepare certified and restricted mailings, file, retain records, and archive as needed.
• E-file public guardianship and conservatorship petitions; file to probate courts; answer phone calls related to OADS services.

Skills

Office administration

Independent decision-making

Communication skills

Data entry

Outlook/Excel/MS Word proficiency

Tools

Outlook

Excel

MS Word

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 Health and Human Services (DHHS)Opening Date: September 25, 2026Closing Date: October 8, 2026Job Class Code: 6542Grade: 13 (Admin Svcs)Salary : $18.53 - $26.68 per hour**This is inclusive of a 2.50% recruitment and retention stipendPosition Number: 03050-0015Location: This is a full-time position located in Portland.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 Adult Protective and Public Guardianship Programs located within the Office of Aging and Disability Services, Portland. You will be responsible for; scanning and uploading documents into the data platform, Evergreen, preparing certified and restricted mailings, filing, record retention and sending files to Archive when appropriate e-filing public guardianship and conservatorship petitions and documents to probate courts. You will also be expected to complete other duties as assigned, such as, but not limited to: answering phone calls related to OADS services as requested; ordering office supplies as needed; and working with other staff members to ensure that responsibilities are covered during any staff leave time.Minimum Qualifications:To qualify, your background must include 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 tasks2) 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.Please submit a cover letter rating your skills in each of the following tasks/tools as: expert, skilled or novice. If you do not provide this information, your application may not be processed.1. Outlook or comparable email applications;2. Excel or comparable spreadsheet applications;3. MS Word or comparable word processing applications;4. Receptionist and customer assistance by phone;5. Data entry (entering data and narratives)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.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.District Operations is a statewide unit within the DHHS Division of Facilities Management that coordinates The Office of Aging and Disability Services (OADS) within DHHS is responsible for ensuring the safety, support and well-being of adults throughout Maine.Application Information:For additional information about this position please contact Sarah Bennett at [e-mail] apply complete the application, upload a current resume and a cover letter addressing the skills listed above.Please submit all documents or files in PDF or Word format.To request a paper application, please contact [e-mail] 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 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.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..If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.