Office Associate II

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Department of Health and Human Services (DHHS)
Opening Date: October 22, 2026
Closing Date: November 4, 2026
Job Class Code: 6542
Grade: 13 (Admin Svcs)
Salary: $18.53 - $26.68 per hour*
*This is inclusive of a 2.50% recruitment and retention stipend
*New State employees begin at Step 1, $18.53 per hour
Position Number: 09590-0080
Location: Augusta
*This position is 29.5 hours per week
If you enjoy being an active team member and have an interest in supporting work around child care, early learning, and early childhood services, the Early Care and Education division has a current vacancy in the Augusta office of OCFS.
Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.
Core Responsibilities:
You will be responsible for providing administrative and programming support to the Associate Director of Early Care and Education and the Early Care and Education (ECE) division within the Office of Child and Family Services (OCFS). Support will be provided part-time, 25 hours per week, in the OCFS Augusta office. This work involves a variety of administrative and clerical duties requiring independent judgment, strong organizational skills, and the ability to manage multiple priorities within established policies and procedures.
You will:
• Provide comprehensive administrative support to the Associate Director of Early Care & Education to ensure efficient operations and compliance with program standards.
• Maintain and update shared folders and tracking documents for key division materials. Maintain organized electronic and physical files
• Support documentation of division information and identify or correct errors as needed.
• Create and format documents for reports and presentations.
• Prepare and edit correspondence and materials with accuracy, clarity, and professionalism.
• Record and distribute meeting minutes.
• Support the documentation of standard operating procedures to improve administrative efficiency.
• Coordinate logistics for meetings, workshops, and trainings, including scheduling, communications, and materials preparation.
• Perform general administrative tasks such as scheduling, travel arrangements, and calendar and email management.
• Exercise sound judgment, professionalism, and confidentiality in all activities.
• Perform other tasks, as assigned that fall within the classification.
Minimum Qualifications:
To qualify for this position, 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 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.
The background of well-qualified candidate will demonstrate experience in the following areas:
1. Knowledge and application of excellent customer service standards.
2. Prior experience performing a broad range of administrative duties.
3. Prior experience working with customer service which involves direct face-to-face, phone and written contact with clients.
4. Skilled in the use of standard workplace equipment and applications (MS Word, EXCEL, Outlook, Microsoft Forms, SharePoint, etc.).
5. Skilled in basic graphic support (PowerPoint, Canva)
Please submit a cover letter rating your skills as expert, skilled or novice in each of the following programs with a short explanation for that rating:
• MS Word or comparable word processing applications
• Excel or comparable spreadsheet applications
• Access or comparable database applications
Thinking about applying?
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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:
For additional information about this position please contact Associate Director of Early Care and Education, Tara Williams at Tara.Williams@Maine.gov
To apply, please upload a recent resume (if available) and cover letter addressing each of the competency areas identified in the above section.
Please submit all documents or files in PDF or Word format.
To request a paper application, please contact Mandy.Hernandez@Maine.gov