Office Associate II- Office of the State Auditor

State of Maine; Augusta (ME); On-site; USD 37,000 - 53,000; Full time

Benefits offered by this job

Paid holidays

Vacation leave

Health insurance

Dental insurance

Retirement plan

Gym membership reimbursement

Flexible spending accounts

Parental leave

Job summary

The State of Maine, Office of the State Auditor, seeks an Office Associate II to provide comprehensive office and administrative support to the Office of the State Auditor and the Fiscal Administrator of the Unorganized Territory. The role requires strong organizational skills, attention to detail, and the ability to manage multiple priorities under tight deadlines.

Responsibilities include databases, correspondence, records, Microsoft Office tasks, and delivering professional service to

Qualifications

• Experience in office and administrative support demonstrating competency in modern office practices.
• Ability to use independent decision-making on procedures and actions.
• Strong written and verbal communication skills.

Responsibilities

• Providing administrative support including scheduling meetings and coordinating calendars.
• Preparing and distributing professional documents and correspondence.
• Answering calls, greeting visitors and delivering professional customer service.
• Maintaining electronic forms, spreadsheets, databases, and digital resources.
• Assisting with filing systems and records retention compliance.
• Providing guidance on office procedures and software.
• Printing, assembling, and binding audit-related reports and materials.
• Creating graphics, charts, and maps to communicate information.

Skills

Organizational skills

Attention to detail

Microsoft Office

Communication skills

Tools

Microsoft Office Suite

Job description

Opening Details

Opening Date: 09/16/2026 Closing Date: 10/01/2026

Job Class Code: 6542

Schedule: Monday - Friday 40Hrs

Grade: 13 (Administrative Services)

Salary Range: $36,883.60 - $53,108.12 *(This includes a 2.5% Salary Adjustment) Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Mission Statement

The Office of the State Auditor provides independent assurance that Maine government is accountable to the people. We examine whether funds are spent legally and properly, and that data and systems are secure. OSA auditors perform their work in accordance with Government Auditing Standards. We are committed to meeting the changing needs of the people in Maine.

Brief Job Description

The Office Associate II provides comprehensive office and administrative support to the Office of the State Auditor and direct administrative support to the Fiscal Administrator of the Unorganized Territory. The position performs a variety of clerical and administrative functions requiring established knowledge of modern office practices, strong organizational skills, attention to detail, and the ability to manage multiple priorities effectively.

Responsibilities include maintaining and monitoring databases and records; preparing, organizing, and processing correspondence and other administrative documents; monitoring office supplies and equipment; utilizing Microsoft Office Suite applications; and providing day-to-day administrative support to ensure the efficient operation of the offices.

The successful candidate is motivated, dedicated, flexible, highly organized, and detail-oriented, with the demonstrated ability to work independently and effectively under tight deadlines. The position requires exceptional written and verbal communication skills, sound judgment, discretion, and the ability to establish and maintain productive working relationships with internal and external customers. The Office Associate II must be able to adapt to changing priorities, manage diverse responsibilities, maintain accurate records, and provide professional and responsive administrative support in a fast-paced office environment.

In this role, you will

• Providing administrative support, including scheduling meetings, coordinating calendars, arranging travel and lodging, and responding to requests for information.
• Preparing, formatting, and assisting with the transmission and distribution of professional business correspondence, reports, and official documentation using a variety of communication formats. This includes transmission and distribution of confidential, sensitive information related to audit findings and reports to the Legislature and State Agency Officials.
• Answering telephone calls, greeting visitors, and providing courteous, professional customer service to staff, partners, and the public.
• Preparing and assisting with maintenance of electronic forms, spreadsheets, databases, and other digital resources to support program operations and improve workflow efficiency.
• Assisting with maintenance of electronic and paper filing systems, including archiving, scanning, digitizing, and disposing of records in accordance with records retention requirements.
• Reviewing documents and records to verify accuracy, identify discrepancies, resolve errors, and ensure compliance with established policies and procedures.
• Assisting with the transmission and distribution of professional business correspondence, reports, and official documentation using a variety of communication formats.
• Assisting with the coordination and delivery of internal workshops, training sessions, and employee orientation programs.
• Providing technical assistance and guidance to staff and customers regarding office procedures, software applications, and programming processes.
• Printing, assembling, and binding audit-related and Unorganized Territory reports and informational materials.
• Creating graphics, charts, and maps to effectively communicate information to internal and external stakeholders.

Minimum Qualifications

Training, education, or experience in office and administrative support work that demonstrates competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 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 demonstrated experience

• Initiating, coordinating, implementing, and evaluating administrative activities.
• Working with timelines and schedules.
• Preparing, formatting, and assisting with the transmission and distribution of professional business correspondence, reports, and official documentation.
• Effectively resolving problems.
• Developing and recommending operational improvements.

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 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.

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.