Office Associate II

Department of Health and Human Services; South Portland (ME); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

Paid holidays

Vacation leave

Health insurance

Retirement plan

Gym membership reimbursement

Flexible Spending Accounts

Parental leave

Voluntary deferred compensation

Job summary

The Department of Health and Human Services in Portland, ME seeks an administrative specialist to support the District Operations unit. You will scan and upload documents to the Evergreen data platform, prepare mailings, file records, and assist with probate petitions and related filings.

You will answer phones, order office supplies, and help colleagues cover responsibilities during staff absences, ensuring accurate processing and timely communication.

Qualifications

• Experience with modern office practices and complex administrative tasks.
• Ability to make independent decisions following standard procedures.

Responsibilities

• Scan and upload documents to Evergreen data platform.
• Prepare certified and restricted mailings, filing, record retention, and send files to Archive when appropriate e-filing public guardianship and conservatorship petitions and documents to probate courts.
• Answering phone calls related to OADS services as requested.

Skills

Office administration

Job description

Job Information

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, 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

• 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.
• Answering phone calls related to OADS services as requested.
• Ordering office supplies as needed.
• 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.

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

• 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.

Equal Opportunity Employer Statement

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.