Office Associate II Supervisor

Department of Health and Human Services; Rockland (ME); On-site; USD 41,000 - 59,000; Full time

Benefits offered by this job

Health Insurance

Retirement Plan

Paid Holidays

Vacation Leave

Job summary

Department of Health and Human Services (DHHS) in Rockland seeks an experienced administrative professional to support the Rockland Office of Child & Family Services. You will supervise staff and oversee administrative duties, exercising independent judgment while safeguarding confidential information.

Responsibilities include handling calls and inquiries, documenting meetings, developing databases and workflows, and coordinating with program administrators and supervisors across the OCFS.

Qualifications

• Excellent oral and written communication skills.
• Strong organizational and planning abilities.
• Demonstrated commitment to timely and efficient customer service.

Responsibilities

• Answering calls and directing inquiries to the appropriate program staff.
• Documenting meetings, decisions and providing those to supervisors.
• Developing and maintaining databases, spreadsheets, and workflows for OCFS processes.
• Monitor and respond to correspondence and emails for the Program Administrator and staff.
• Assist OCFS staff, constituents and consumers with concerns, reports, and compliance requirements.

Skills

Oral and written communication

Organizational & planning

Customer service

Multi-tasking

Excel/Outlook/Word

Tools

Office software

Job description

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State.

Department of Health and Human Services (DHHS) Opening Date: October 16, 2026 Closing Date: October 29, 2026 Job Class Code: 6543 Grade: 15 (Admin Svcs) Salary: $19.57 – $28.19 per hour* *This is inclusive of a 2.50% recruitment and retention stipend Position Number: 02023-1181 Location: We have a current vacancy in our Rockland office. Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities

In this position you will report to and perform a broad range of advanced administrative duties in support of the Rockland Office of Child & Family Services. You will supervise other office staff and will be responsible for overseeing the administrative duties of the Rockland office, working with a variety of staff to complete this work. To be successful you will need to exercise independent judgment and initiative in completing your daily duties and use discretion in processing confidential information.

• Answering phone calls and directs inquiries and concerns to the Program Administrator and Supervisors from various families, resources, community agencies and constituents.
• Documenting meetings, notes, decisions and providing those to the Program Administrator Supervisors.
• Developing and maintaining databases, spreadsheets and workflow processes regarding critical OCFS processes and projects for the Program Administrator and Supervisors.
• Monitor and answering correspondence and emails for the Program Administrator and office staff.
• Assisting OCFS staff, constituents and consumers with concerns, reports, and compliance requirements.

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.

• Exceptional oral and written communication skills.
• Exceptional organizational and planning skills.
• A demonstrated commitment to timely and efficient customer service skills.
• Ability to prioritize and multi-task in a fast-paced environment
• Skilled in the use of Excel, Outlook, Microsoft Word and other office technology/equipment.

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 using 13 paid holidays and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave. When you or immediate members of your family are ill, utilize 12 days of sick leave per year.
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums ($12,213.60 - $13,650.48 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 contributes the equivalent of 14.06% of the employee's pay towards 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 non-birthing and adoptive parents—receive six weeks 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.
• 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 for anything less than full-time.

Thinking about applying? Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your experience and passion set you apart.

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 Office of Child & Family Services (OCFS), within DHHS is responsible for ensuring the safety, permanency and well-being of children and families through community networks, local resources, and life-long family connections throughout Maine.

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.