Office Associate II

Department of Public Safety; United States; On-site; USD 26,000 - 37,000; Full time

Job summary

The Maine Department of Public Safety seeks a meticulous administrative professional to support accreditation documentation and compliance at the Maine Criminal Justice Academy in Vassalboro. This role emphasizes accurate recordkeeping, interaction with Training Unit personnel, and maintaining accessible records that uphold professional standards.

Strong Excel skills, attention to detail, and discretion are essential as you monitor training requirements, manage records, and prepare reports.

Qualifications

• Experience in office and administrative support with independent judgment.
• Ability to manage complex administrative tasks and track deadlines.
• Familiarity with accreditation standards and agency procedures.
• Strong written and verbal communication skills.

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

Organization

Excel proficiency

Learning new systems

Documentation review

Written communication

Independence

Discretion/confidentiality

Education

Office admin experience

Tools

PowerDMS

Microsoft 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.

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

• 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

• 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.

Equal Opportunity

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.

About Maine State Government

Join Maine State Government and Make a Difference in Your Community. If you're looking for a fulfilling career that allows you to serve the public and make a difference, consider working with Maine State Government! Our departments boast an array of professions, including attorneys, biologists, correctional officers, equipment operators, engineers, human resources professionals, information technology experts, law enforcement officers, nurses, park rangers, social workers, and transportation workers. With more than 100 agencies, boards, and offices, Maine State Government is the perfect place to explore various industries and interests. Whether you're interested in finance or forestry, there's an opportunity for you to help make Maine an even better place to live.