Office Associate II

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 27, 2026

Closing Date:
November 9, 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:

Location:

Augusta

This position allows for partial telework with management approval.

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities:

You will be responsible for providing administrative support to the Assisted Housing, Personal Care Agency, and the Home and Community Support Services Programs of the Division of Licensing and Certification. You will be responsible for processing license applications, maintaining records and documentation, updating the federally mandated database, responding to inquiries from providers, and supporting division staff for all licensing surveys and complaint investigations.

This position is eligible for partial remote work with supervisor approval after completion of a probationary period.

In This Role You Will:

• Be the primary administrative support for the surveyors, supervisors, and the program manager associated with the Assisted Housing, Personal Care Agency, and the Home and Community Support Services Programs.
• Complete data entry and data management involving multiple databases.
• Review applications for accuracy and follow up with providers when appropriate.
• Assist Assisted Housing, Personal Care Agency, and Home and Community Support Services providers with questions related to the licensing application and processes.
• Prioritize tasks and complete work accurately and on time.
• Prepare routine correspondence, forms, notices, and letters related to licensing activities.
• Ensure licensing documents are accurate and up to date.
• Maintain confidentiality and handle sensitive information.
• Work with the Office Associate II Supervisor to ensure that licensing and certification activities are covered during staff leave.
• Assist with other administrative duties as requested, including but not limited to mail processing and distribution, copying, scrolling, and gathering data for licensing reports.

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.

Preferred Skills and

Qualifications:

• Experience working in a regulatory, licensing, or government office environment.
• Strong organizational skills, and attention to detail and accuracy.
• Able to consistently follow detailed instructions, policies, and procedures in a fast-paced environment.
• Proficiency with Microsoft Word (Outlook, Word, Excel).

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…