Office Associate II

State of Maine

Augusta, Maine

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JOB DETAILS

SALARY

$17.73–$25.53 Per Hour

SKILLS

Accounting, Accounts Receivable, Administrative Skills, Analysis Skills, Cash Management, Communication Skills, Credit Cards, Customer Relations, Customer Support/Service, Department of Health and Human Services, Detail Oriented, Documentation, Employee Retention, Financial Services, General Ledger Accounting, Interpersonal Skills, Mail Processing, Microsoft Product Family, Multitasking, Operational Improvement, Operations Processes, Process Improvement, Record Keeping, Team Player, Time Management

LOCATION

Augusta, Maine

POSTED

11 days ago

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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Department of Administrative and Financial Services (DAFS)

Opening Date: May 13, 2026

Closing Date: May 27, 2026

Job Class Code: 6542

Grade: 13 (Administrative Services)

Salary: $17.73/hour-$25.53/hour*

*This is inclusive of a 2.50% recruitment and retention stipend

Position Number: 02010-3220

Location: Augusta

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

Are you an experienced accounting professional who is detail oriented and enjoys independent work in a dynamic, fast-paced environment? Do you possess a high degree of initiative? Do you enjoy working collaboratively utilizing the latest Microsoft analytical tools? Then we are looking for you!

This is a full-time position located in Augusta.

Core Responsibilities:

The DHHS Financial Service Center is seeking an Office Associate II to join the Recovery Division's Cash Management Team. This position will support the Department's mission by helping us ensure timely and accurate processing of cash receipt transactions, which is the basis for and contributes to the integrity of state and federal reporting. The Recovery Division's primary scope of work includes depositing money, establishing receivables, and collecting millions of dollars in identified debt owed to DHHS annually, from a variety of sources.

This position's primary responsibilities include:

The receipt, review, and sorting of daily mail which includes cash, checks and credit card payments from DHHS offices statewide.
Accurately recording all incoming payments and completed cash receipts into the appropriate check log upon arrival to ensure proper tracking and reporting.
Timely completion of work, ensuring all payments are recorded and accounted for in the general ledger within three business days from receipt.
The review and verification of deposit backup, preparing for Mail Currier pickup, and maintaining all cash receipts/ backup by scanning and verifying all completed documentation into Docuware.
Working with internal and external customers to appropriately deposit funds and identify opportunities to improve/ standardize process.
Due to the variety of transaction types across several different lines of business, all errors and variances need to be researched and corrected in a timely manner and/ or escalated for resolution.
Excellent communication skills, extraordinary attention to detail and the ability to foster interpersonal relationships with internal and external customers.

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.

The backgrounds of well-qualified candidates will demonstrate the following competencies:

Proven examples where initiative and attention to detail contributed to operational process improvements.
An ability to be flexible and adjust to business needs while balancing multiple tasks and priorities. Strong time management skills and the ability to meet tight deadlines are essential.
Outstanding customer service skills coupled with a strong work ethic and ability to excel while working with multiple stakeholders to achieve common goals. Teamwork is critical for success in this position.
A proven ability to data enter a considerable number of transactions yielding a high level of accuracy.

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 information:

The DHHS Financial Service Center is responsible for program accounting, c

Office Associate II

State of Maine

Augusta, Maine

About the Company

State of Maine

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