Office Associate II

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.

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Workers’ Compensation Board

Portland Advocate Division

Opening Date: October 30, 2026

Closing Date: November 16, 2026

Grade / Admin Unit: 13 / Administrative Services

Job Class Code: 6542 Salary: $18.53 - $26.68/Hourly (includes a 2.50% recruitment and retention stipend) Position Number: 029000393

Location: Portland

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

JOB DESCRIPTION:

This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. 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.

RESPONSIBILITIES

• Complies with the requirements of State policies, including those relating to security and confidentiality policies for state business purposes.
• Create and use varied correspondence formats and compose standard business correspondence.
• 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 secretarial duties
• Coordinate and assist with presenting at trainings for support staff
• Write regular and/or periodic reports.
• Track and/or monitor incoming referrals from the Workers’ Compensation Board Regional Offices, as well as incoming legal documents.
• Receive and greet visitors and determine customer needs.
• Assist with technical troubleshooting
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Assist with developing standard work procedures within established guidelines.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:

• Knowledge of the principles, practices, and equipment used in graphics, illustration, and publication work.
• Knowledge of information distribution through use of the internet.
• Knowledge of the principles and practices of informational presentations.
• Ability to create and use varied correspondence formats and compose standard business correspondence.
• Ability to prepare standard reports.
• Ability to develop and use computerized formats and/or graphics.
• Ability to perform basic secretarial duties.
• Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
• Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Ability to create basic graphics/illustration/publication work to produce informational materials.
• Ability to effectively present information to individuals/ groups.
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to effectively resolve problems.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• Ability to confer with supervisor on performance appraisals of work team members

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.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS:

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

• WORKING CONDITIONS: Working conditions for individual positions in these classifications will vary based on each agency’s utilization, essential functions, and the recruitment needs at the time a vacancy is posted.