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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Opening Date: March 20, 2026

Closing Date: April 3, 2026

Job Class Code: 6542

Grade: 13

Salary: $23.23 - $33.14/hr.**

**This is inclusive of a .60¢/hr. institutional stipend

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

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 advanced office and administrative work providing support to the coordination, implementation, and oversight of a statewide administrative or procedural program having broad scope or diverse functions. Responsibilities require using independent judgment, initiative, and decision-making on complex administrative matters.

REPRESENTATIVE TASKS:
Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes. Independently compose, review, edit, and/or approve correspondence. Develop budgets, work programs, and cost analyses. Coordinate accounting and general operating activities; and assemble financial statements, evaluate work operations, and procure supplies. Review, evaluate, and provide recommendations on program policies, procedures, rules, regulations, and legislative documents. Write and submit legislative proposals to amend applicable statutes, rules, and regulations. Educate the public regarding the Administrative Procedures Act; and assist with rulemaking process, filings, and associated work flow. Research federal grant programs, prepare applications, interpret and administer program requirements, and prepare the financial statements and expenditure reports. Recommend capital expenditures and disbursements for grant funds. Docket and summarize customer complaints, initiate investigations, and present information to superiors. Plan, organize, administer, and proctor licensure examinations. Develop and recommend new work methods and administrative policies/procedures to improve existing work practices. Apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies. Liaise between supervisor and internal and external sources on key matters. Interpret and implement the policies and decisions of superiors. Represent supervisor/program at public meetings, including explaining organizational, program, and/or project goals. Attend board/committee meetings to provide secretarial services.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:
Knowledge of the principles of organization. Knowledge of the principles of office management. Knowledge of bookkeeping principles and practices. Knowledge of State of Maine rulemaking processes and procedures. Knowledge of federal grant procedures. Ability to compose, review, and edit complex and/or technical business correspondence. Ability to use discretion and judgment in dispensing information. Knowledge of budgetary procedures. Knowledge of basic investigative principles, practices, and techniques. Ability to develop budgets and work programs. Ability to initiate, coordinate, implement, and evaluate administrative activities. Ability to assess need for capital expenditures and make recommendations. Ability to review proposed/enacted laws for appropriateness and feasibility, and to identify problems. Ability to plan, organize, administer and proctor licensure examinations. Ability to analyze solutions, reach logical conclusions, and make sound recommendations. Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies. Ability to understand and promote management goals as they affect day-to-day and long term operations. Ability to effectively plan and adjust work operations to meet planned and unexpected change. Ability to effectively represent the organization at internal and external meetings. Representative Tasks & KSA’s are cumulative across the Office & Administrative Support Job Family. All positions in this classification assume the Distinguishing Characteristics & KSA’s of: Office Assistant I, Office Assistant II, Office Associate I, Office Associate II and Office Specialist I.

MINIMUM QUALIFICATIONS:
Training, education, or experience in administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and 2) the ability to use independent judgment, initiative, and decision making on complex administrative matters. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, Office Associate I, Office Associate II and Office Specialist I.

LICENSING/REGISTRATION/CERTIFICATION REQUIREMENTS:
Some positions may require possession of a valid Class B Maine Motor Vehicle Operator’s License.

Agency information:

Dorothea Dix Psychiatric Center (DDPC) is a 69-bed psychiatric hospital serving the entire State of Maine that provides services for people with severe mental illness. As a member of a statewide community of care givers, DDPC collaborates with individuals with severe and persistent mental illness, their community and personal supports, to provide recovery-oriented, respectful, compassionate, and effective psychiatric care and treatment in the least restrictive, safest, and most therapeutic environment we can create.

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.

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If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.