Office Associate II Supervisor

maine; Rockland (ME); On-site; USD 27,000 - 39,000; Full time

Job summary

State of Maine in Rockland is seeking an experienced administrative professional to support the Rockland Office of Child & Family Services. You will supervise staff, handle a broad range of advanced administrative duties, and exercise independent judgment with confidential information.

The role requires strong communication, organization, and customer service skills, with proficiency in Excel, Outlook, and Word. The position is based in Rockland and is not eligible for visa sponsorship.

Qualifications

• 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.

Responsibilities

• Answering phone calls and directing inquiries to the Program Administrator and Supervisors.
• Documenting meetings, notes and decisions and providing them to the Program Administrator Supervisors.
• Developing and maintaining databases, spreadsheets and workflow processes for OCFS processes and projects.
• Monitoring and answering correspondence and emails for the Program Administrator and staff.
• Assisting OCFS staff, constituents and consumers with concerns, reports, and compliance requirements.

Skills

Oral and written communication

Organizational skills

Customer service

Prioritization

Multitasking

Tools

Excel

Outlook

Microsoft Word

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.

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.

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.

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

For additional information about this position please contact Melinda Frappier at [e-mail]