Office Associate II - Augusta - 2034

maine; United States; On-site; USD 50,803,000 - 73,153,000; Full time

Benefits offered by this job

Work-Life Balance

Health Insurance Coverage

Health Insurance Premium Credit

Dental Insurance

Job summary

State of Maine, Augusta, is seeking an Office Associate II to support clerical and administrative tasks for the Bureau of Land Resources. Responsibilities include formatting permit orders, maintaining templates, managing filings, and assisting with invoices and hiring processes.

Remote work may occur with supervisor approval, with a requirement to be based in the Augusta office full-time. The role requires attention to detail, strong organizational skills, and the ability to meet deadlines in a

Qualifications

• Experience in office and administrative support that demonstrates knowledge of modern office practices.
• Ability to use independent decision-making on processes to follow and actions to take per standard procedures.
• Familiarity with filing systems, records management, and invoice processing.

Responsibilities

• 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 as needed; send files to State Archives; retrieve from State Archives.
• Support staff in filling out expense reimbursement forms.
• Pay invoices as directed by management.

Skills

Office/ Administrative support

Attention to detail

Deadline management

Job description

OFFICE ASSOCIATE II

Location: Augusta

Position Number: 08300-2034

Position Type: Permanent Full Time/Year-Round

Class Code: 6542

Grade: 13 (Administrative)

Salary: $17.73 - $25.53 Per Hour*

* (This includes a 2.5% Salary Adjustment)

Opening Date: September 04, 2026

Closing Date: End of the day September 25, 2026

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 include:

• 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.

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

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:

• 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 emplo