Office Assistant II

Location: Augusta,Maine,United States

Department of Health and Human Services (DHHS)

Opening Date: January 17, 2025

Closing Date: January 31, 2025

Job Class Code: 6538
Grade: 8 (Administrative Services)
Salary: $15.45 - $21.39 per hour

Position Number: 02022-7302

Location: Augusta

Core Responsibilities:

This critical position is responsible for providing administrative support to OCFS’s Child Protective Services District 5 (Augusta/Skowhegan) office. You will be responsible for answering phones and directing callers to the appropriate resource during the business hours of 8:00 a.m. to 5:00 p.m., filing and archiving records, preparing documentation, and supporting management, among other general administrative support tasks. 

You will also:
•    Work with other clerical staff to ensure that responsibilities are covered during staff leave.
•    Apply an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements to routine, individual cases.
•    Develop standard work procedures within established guidelines.
•    Create and use varied correspondence formats and compose standard business correspondence.
•    Create basic graphics/illustration/publication work to produce informational materials including maps, charts and graphs involving drafting, formatting, illustrating, lettering and manipulating text and graphics in electronic and written form.
•    Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables and/or maps.
•    Examine documents/information, determine facts, detect errors and irregularities and take action as authorized.
•    Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, order supplies and review documents to respond to requests.
•    Coordinate and present workshops, training and orientation sessions.

Minimum Qualifications:

In order to qualify, you must have 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 routine, varied office support tasks often requiring the operation of technical office equipment, and 2) the ability to use independent judgment in prioritizing the work and selecting the most appropriate course of action within set procedures. 

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 lived 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. 

Application Information:

Please submit all documents or files in PDF format.

To apply, please upload a current resume. 

For additional information about this position, please contact Kathy Plourde at (207) 624-5565. 

To request a paper application, please contact Mandy.Hernandez@Maine.gov

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, 12 days of sick leave, and 3+ weeks of vacation leave annually. V