Office Associate II

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

Benefits offered by this job

Health Insurance Coverage

Vacation Leave

Sick Leave

Parental Leave

Job summary

The Department of Health and Human Services (DHHS) in Portland, Maine, is seeking an Administrative Support Specialist to assist the Adult Protective and Public Guardianship Programs. The role includes scanning documents into Evergreen, preparing mailings, filing, and ensuring records retention.

This full-time position requires strong office skills, independent decision-making, and collaboration with staff to cover duties during absences. A rewarding state benefits package accompanies the role.

Qualifications

• Experience in office and administrative support work with knowledge of modern office practices.

Responsibilities

• Provide administrative support to the Adult Protective and Public Guardianship Programs within OADS in Portland.
• Scan and upload documents into the Evergreen data platform.
• Prepare certified and restricted mailings, filing, and record retention.

Skills

Receptionist and customer assistance

Data entry

Outlook

Excel

MS Word

Tools

Outlook

Excel

MS Word

Job description

Department of Health and Human Services (DHHS)

Job Details

• Opening Date: September 25, 2026
• Closing Date: October 8, 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: 03050-0015
• Location: 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 tasks
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.

Skills and Tools

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)

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.

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 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 costsfor 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.