Office Associate II for Assisted Housing & Personal Care Agency Programs

maine; Augusta (ME); Hybrid; USD 37,000 - 53,000; Full time

Job summary

The Department of Health and Human Services (DHHS) in Augusta, Maine is hiring for an Administrative Assistant II position to support the Assisted Housing and Personal Care Agency Programs within the Division of Licensing and Certification.

You will handle license applications, maintain records, enter data across multiple databases, assist providers with licensing questions, and help with surveys and investigations, with partial telework available with management approval.

Qualifications

• Experience in a regulatory, licensing, or government office environment.
• Strong organizational skills, and attention to detail and accuracy.
• Able to consistently follow detailed instructions, policies, and procedures.
• Able to manage workload and complete tasks with minimal supervision.

Responsibilities

• Provide administrative support to the Assisted Housing and Personal Care Agency Programs.
• Process license applications and maintain records.
• Update the federally mandated database and respond to provider inquiries.
• Support division staff for licensing surveys and complaint investigations.
• Data entry and data management across multiple databases.
• Prepare licensing documents and ensure confidentiality.

Skills

Regulatory environment experience

Organizational skills

Attention to detail

Independent decision-making

Job description

Department of Health and Human Services (DHHS)

Opening Date: August 21, 2026

Closing Date: September 3, 2026

Job Class Code: 6542

Grade: 13 (Admin Svcs)

Salary: $17.73 - $25.53 per hour*

*This is inclusive of a 2.50% recruitment and retention stipend

Position Number: 02031-2262

Location: Augusta

-ANTICIPATED VACANCY-

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

This position allows for partial telework with management approval.

Core Responsibilities:

You will be responsible for providing administrative support to the Assisted Housing and Personal Care Agency Programs of the Division of Licensing and Certification. You will be responsible for processing license applications, maintaining records and documentation, updating the federally mandated database, responding to inquiries from providers, and supporting division staff for all licensing surveys and complaint investigations.

In This Role You Will:

• Be the primary administrative support for the surveyors, supervisors, and the program manager associated with the Assisted Housing and Personal Care Agency Programs.
• Complete data entry and data management involving multiple databases.
• Review applications for accuracy and follow up with providers when appropriate.
• Assist Assisted Housing and Personal Care Agency Program providers with questions related to the licensing application and processes.
• Prioritize tasks and complete work accurately and on time.
• Prepare routine correspondence, forms, notices, and letters related to licensing activities.
• Ensure licensing documents are accurate and up to date.
• Maintain confidentiality and handle sensitive information.
• Work with the Office Associate II Supervisor to ensure that licensing and certification activities are covered during staff leave.
• Assist with other administrative duties as requested, including but not limited to mail processing and distribution, copying, scanning, and gathering data for licensing reports.

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.

Preferred Skills and Qualifications:

• Experience working in a regulatory, licensing, or government office environment.
• Strong organizational skills, and attention to detail and accuracy.
• Able to consistently follow detailed instructions, policies, and procedures.
• Able to manage workload and complete tasks with minimal supervision.

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.

The mission of the Division of Licensing and Certification is to ensure Maine's citizens receive quality and effective health care and social services by developing and applying regulatory standards that help people have safe and appropriate outcomes.

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 tim