Office Associate II - Anticipated Vacancy

MaineGuide; Maine; On-site; USD 24,000 - 35,000; Full time

Benefits offered by this job

13 paid holidays

3+ weeks vacation leave

Job summary

Maine Department of Public Safety's Bureau of Emergency Communications is hiring for an Office Assistant I/II level role in Vassalboro, ME. The position provides essential clerical support, exercises independent judgment on standard procedures, and handles a variety of office tasks and information processing.

It supports agency operations with graphics, correspondence, and publication work. This role requires strong organizational skills, knowledge of modern office practices, and the ability to

Qualifications

• Experience in office and administrative support with independent decision-making.
• Ability to handle complex, varied office tasks using standard procedures.
• Competency in modern office practices and office equipment usage.

Responsibilities

• Prepare standard business correspondence and publications.
• Create basic graphics/illustrations and materials (maps, charts, graphs).
• Develop and format forms, pamphlets, graphs, charts, and maps.
• Update and post content to department web pages.
• Coordinate schedules, travel arrangements, and meetings; prepare reports and examinations as required.
• Track contracts and licenses; reconcile funds for reports.

Skills

Office administration

Graphics/Illustration

Publications

Web page updates

Secretarial duties

Report writing

Workshops coordination

Financial reconciliation

Decision making

Tools

Graphics software

Job description

Department of Public Safety - Bureau of Emergency Communications

Job Class Code:6542
Grade:13 (Administrative Services)
Salary: $17.73 - $25.53/Hour (Includes2.5% stipend)
Location: Vassalboro, ME

Opening Date: August 27, 2026
Closing Date: September 11, 2026

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

DESCRIPTION: This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is office and administrative support work performing complex, varied office support tasks often requiring established skill sets which include a solid knowledge of modern office practices and office equipment necessary to perform divergent clerical functions. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

REPRESENTATIVETASKS: Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes. Create and use varied correspondence formats and compose standard business correspondence. Create basic graphics/illustration/publication work to produce informational materials including maps, charts, and graphs involving drafting, formatting, illustrating, lettering, and manipulating text and graphics in electronic and written form. Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps. Post to, amend, and/or update web pages using established content and knowledge of modern office software. Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, and review documents to respond to requests. Coordinate and present workshops, training, and orientation sessions. Write regular and/or periodic reports. Administer and/or score applicable examination in accordance with set procedures. Track and/or monitor contracts and/or licenses. Collect, count, reconcile and/or deposit fees in accordance with set procedures. Reconcile funds and perform calculations for reports. Receive and greet visitors, and determine customer needs. Advise others requesting technical assistance. Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements. Develop standard work procedures within established guidelines. May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work. May confer with supervisor on performance appraisals of work team members.

KNOWLEDGES,SKILLS,ANDABILITIESREQUIRED: Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work. Knowledge of information distribution through use of the internet. Knowledge of the principles and practices of informational presentations. Ability to create and use varied correspondence formats and compose standard business correspondence. Ability to prepare standard reports. Ability to develop and use computerized formats and/or graphics. Ability to perform basic secretarial duties. Ability to administer, score and/or correct standard examinations. Ability to collect, count, reconcile and/or deposit fees in accordance with set procedures. Ability to reconcile funds. Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology. Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements. Ability to create basic graphics/illustration/publication work to produce informational materials. Ability to make standard changes to web page content. Ability to coordinate and present workshops, training, and orientation sessions. Ability to effectively present information to individuals/ groups. Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures. Ability to effectively resolve problems. Ability to exercise good judgment in appraising situations and making decisions/recommendations. Ability to provide ongoing leadership for a work team. Ability to confer with supervisor on performance appraisals of work team members. Representative Tasks & KSA’s are cumulative across the Office & Administrative Support Job Family. Positions in this classification assume ALL the Distinguishing Characteristics & KSA’s of: Office Assistant I, Office Assistant II, and Office Associate I.

MINIMUMQUALIFICATIONS: 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, and 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. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

LICENSING/REGISTRATION/CERTIFICATIONREQUIREMENTS: Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

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 using13 paid holidays, 12 days of sick leave, and3+ weeks of vacation leaveannually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
• Health Insurance Coverage– The State of Maine pays85%-100%of employee-only premiums ($12,845.82 - $15,112.76 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 ($395.72 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).
• Parental leaveis one of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receivesix weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.

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 foranything 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.

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