Office Associate II

Job Summary

This position provides office and administrative support within the Office & Administrative Support Job Family. The role performs complex and varied clerical functions requiring knowledge of modern office practices, equipment, and established procedures. Responsibilities include independently managing information, selecting appropriate processes, and supporting operational, production, and administrative needs.

• Follow state policies related to human resources, information security, and confidentiality requirements.
• Prepare correspondence, reports, forms, publications, charts, graphs, maps, and other informational materials using office software and graphic tools.
• Maintain and update web content and computerized records, forms, and documents.
• Review documents, identify errors or irregularities, determine facts, and take appropriate action.
• Perform administrative duties including scheduling, travel arrangements, appointment coordination, and document review.
• Coordinate and deliver workshops, training, and orientation sessions.
• Administer and score examinations according to established procedures.
• Track contracts and licenses; collect, reconcile, and process fees and funds.
• Assist customers, provide technical guidance, and interpret applicable policies, procedures, regulations, and requirements.
• Develop standard work procedures and provide leadership, scheduling, training, and oversight for team members.

• Knowledge of modern office practices, equipment, graphics, publication processes, and internet-based information distribution.
• Ability to prepare correspondence, reports, presentations, forms, and computerized documents.
• Ability to perform administrative and secretarial functions, manage records, reconcile funds, and process information accurately.
• Ability to interpret and apply laws, rules, policies, procedures, and documentation requirements.
• Ability to create informational materials, update web content, and use office technology effectively.
• Ability to coordinate training, communicate information clearly, resolve routine problems, and exercise sound judgment.
• Ability to identify errors, analyze situations, make recommendations, and support team operations.

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.

Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

• 13 paid holidays, 3+ weeks of vacation leave annually (vacation leave accrual increases with years of service).
• Personal leave for overtime‑exempt employees.
• 12 days sick leave annually.
• Health Insurance Coverage – State of Maine pays 85‑95% of employee‑only premiums.
• Dental Insurance – State pays 100% of employee‑only dental premiums.
• Retirement Plan – State contributes the equivalent of 14.11% of the employee’s pay toward the Maine Public Employees Retirement System.

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness and actively promotes a diverse workforce. We provide reasonable accommodations to qualified individuals with disabilities upon request.