Office Assistant II

Machias, Maine, United States Full-time

Application closes: Dec. 13, 2019
Opening Date: November 22, 2019

Closing Date:  December 13, 2019

Job Class Code: 6538
Grade: 08 (Admin Services)    
Salary: $12.22-$17.08/hourly
Position Number: 02022-8017


Agency information:

The Department of Health and Human Services (DHHS) provides supportive, preventive, protective, public health and intervention services that protect the public health and assist our customers in meeting their needs; and assists families in providing for the developmental, health and safety needs of their children. DHHS strives to provide these programs and services while respecting the rights and preferences of individuals and families.  This position is in the Division of District Operations. District Operations is a statewide unit within DHHS that oversees facility operations, performs diverse administrative functions and provides clerical support services to the Department.  We have a current vacancy in our Machias office.

Job duties:

 This is office and administrative support work performing complex, varied office support tasks often requiring established skill sets which include a solid knowledge of modern office practices and office equipment necessary to perform divergent clerical functions. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.  Typical duties include but are not limited to:

  • Receiving and greeting visitors, and determining customer needs.
  • Providing Building Switchboard Services
  • Handing out pertinent forms to visitors
  • Directing visitors to conference rooms
  • Redirecting visitors to other buildings
  • Recording information collected from visitor accurately for the Walk-In Log from a Sign-In slip the visitor completes or a return slip from worker
  • Opening lobby in A.M. and close in P.M.; turning on lights in lobby & hallways, turning on Kiosks and Interview room computers
  • Making sure visitors have left the building at 5 p.m.
  • Providing reception training to all new coverage staff
  • Learning security, fire drill and interview room panic button emergency procedures
  • Learning to verify, assign and collect security passes
  • Learning procedures to offer Sign Language/Language Line services to visitors if requested
  • Maintaining and confirming that all materials are readily available to anyone who is providing coverage at Lobby desk; ex. Building telephone list or procedures manual
  • Making sure that information is relayed verbally to update all coverage staff of the status of Walk-In Log, meetings, mail picked up, etc. before leaving for breaks and lunches
  • Updating telephone list when notified by supervisor
  • Reporting to supervisor any maintenance, copier or phone issues in the lobby or interview rooms
  • Sorting incoming mail when delivered and distributing to the correct department mail trays
  • Cleaning Interview Rooms and stocking with supplies and paperwork
  • General clerical duties, data entry and filing


 Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a general 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.


Please submit a cover letter rating your skills in each of the following tasks/tools as: expert, skilled or novice.  If you do not provide this information, your application may not be processed.

  1. Outlook or comparable email applications;
  2. 2. Excel or comparable spreadsheet applications;
  3. 3. MS Word or comparable word processing applications;
  4. 4. Receptionist and customer assistance by phone;
  5. 5. Data entry (entering data and narratives)
  6. Keyboarding (words per minute).


For additional information about this position please contact Andrea Ray-Bolduc at (207) 822-2144 or by email at  To apply, please upload a recent resume and a cover letter rating your skills in each of the six (6) areas in the Requirements section.  To request a paper application, please contact Ashley Smith at .

Value of State’s share of Employee’s Retirement: 14.47% of pay   
Value of State-paid Dental Insurance:  $14.31 biweekly

Value of State-paid Health Insurance*:

Level 1:  100% State Contribution = $461.75 biweekly (employee pays nothing)
Level 2:  95% State Contribution = $438.66 biweekly (Employee pays: 5%)
Level 3:  90% State Contribution = $415.58 biweekly (Employee pays: 10%)
Level 4:  85% State Contribution = $392.49 biweekly (Employee pays: 15%)
*The level of actual value of state paid Health Insurance will be based on employee’s wage rate and status with regard to the health credit premium program as of July 1, 2019.


The Department of Health and Human Services is an Equal Opportunity/Affirmative Action employer.  We provide reasonable accommodations to qualified individuals with disabilities upon request.