Office Associate II - Augusta - 2034

Department of Environmental Protection; Augusta (ME); On-site; USD 25,000 - 34,000; Full time

Benefits offered by this job

Paid holidays

Vacation leave

Health insurance

Retirement plan

Gym reimbursement

Job summary

The Department of Environmental Protection (DEP) seeks an Office Associate II to join the Bureau of Land Resources at the Augusta headquarters. This role provides clerical and administrative support, formats and issues permit orders, and processes invoices and records management.

Responsibilities include maintaining templates, coordinating payroll-related tasks, organizing files, and supporting hiring activities.

Qualifications

• Training, education, or experience in office and administrative support demonstrates solid knowledge of modern office practices.
• Ability to use independent decision-making on appropriate processes, information to process, and actions to take within standard procedures.
• Ability to work with timelines and schedules and meet deadlines.
• Ability to resolve problems and develop operational improvements.

Responsibilities

• Format and issue permit orders to applicants in a timely manner.
• Update permit order templates and other documents as directed by management.
• Oversee filing of Bureau files and coordinate with State Archives.
• Assist staff with expense reimbursement forms and pay invoices.

Skills

Office support

Independent decision-making

Time management

Attention to detail

Flexibility

Job description

The Department of Environmental Protection (DEP) is seeking an Office Associate II to join the Bureau of Land Resources at our Augusta headquarters. Opening Date: September 04, 2026 Closing Date: End of the day September 25, 2026. Position Type: Permanent Full Time/Year-Round. Grade: 13 (Administrative). Salary: $17.73 - $25.53 Per Hour* (This includes a 2.5% Salary Adjustment).

BRIEF JOB DESCRIPTION

This position supports all clerical and administrative tasks for the Bureau of Land Resources, including but not limited to: formatting and issuing permit orders; recording permit orders with the Registry of Deeds when required, and processing those invoices; preparing and maintaining templates and documents; maintaining spreadsheet of contacts for each municipality’s Code Enforcement Officer; assisting supervisors with hiring by sending non-select letters, interview invitation notices, and scheduling interviews; formatting, distributing, and filing determination letters; assisting with the records filing system; coordinating timely payment of invoices; and assisting staff with various other needs. The Office Associate II position needs to be motivated, dedicated, flexible, detailed-oriented, and possess demonstrated ability to work under tight deadlines. Must be available to work from the Augusta office full-time, though remote work may occur with supervisor approval.

Representative Tasks

• Ensure permit orders are formatted and sent to applicants/permittees in a timely manner.
• Update permit order templates and other documents as directed by management.
• Oversee delivery and filing of Bureau files in the file room; retrieve files at the request of staff; send files to State Archives; and retrieve files from State Archives.
• Support staff in filling out expense reimbursement forms.
• Pay invoices as directed by management.

MINIMUM QUALIFICATIONS

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.

Preference will be given to candidates who have:

• Ability to initiate, coordinate, implement, and evaluate administrative activities.
• Ability to work with timelines and schedules.
• Ability to accomplish the quality/quantity of work within set expectations.
• Ability to effectively resolve problems.
• Ability to develop and recommend operational improvements.

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

Benefits

We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• 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 ($12,213.60-$14,369.04 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. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Equal Opportunity 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.

For more information on the specifics of the position, please contact Rachel Collins at [phone] or [e-mail].