Office Associate II

Augusta , Maine , United States | Administrative & Office Support | Full-time

Apply by: Nov. 4, 2024

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Department of Health and Human Services (DHHS)Opening Date:October 22, 2024Closing Date: November 4, 2024Job Class Code:6542

Grade: 13

Salary:$17.30 - $24.91 per hourPosition Number:02000-3824Location: Augusta

Core Responsibilities:

You will be responsible for providing administrative support for the Early Childhood Consultation Partnership (ECCP®) program management and staff. These responsibilities require solid knowledge of modern office practices and office equipment operation necessary to perform diverse clerical functions. Responsibilities require independent judgment on established work assignments, priorities, and schedules.

You will also:

• Triage program-related inquiries from the public and stakeholders to provide timely, accurate responses or route them to appropriate team members for resolution.

• Coordinate and manage tracking systems for certifications, meetings, and other key documents, ensuring all records are up-to-date and compliant.

• Demonstrate strong organizational skills to support the efficient collection, documentation, and retrieval of information related to program operations and certifications.

• Take detailed meeting minutes, distribute them to relevant stakeholders in a timely manner, and ensure they are properly stored in the filing system for future reference and easy retrieval.

• Develop standard work procedures within established guidelines.

• Perform routine data entry tasks and create reports using established databases.

• Create and use varied correspondence formats and compose standard business correspondence.

• Create basic graphics/illustration/publication work to produce informational materials including maps, charts and graphs involving drafting, formatting, illustrating, lettering and manipulating text and graphics in electronic and written form.

• Determine facts, detect errors and irregularities in program materials, and take appropriate action to resolve them in accordance with established procedures.

• Exercise good judgement in appraising work situations and making decisions/recommendations to effectively address problems.

• Order and organize office, marketing, and training supplies and provide inventory tracking support.

• Develop standard work procedures and/or recommend new work methods and administrative policies/procedures to improve existing work practices.

• Examine documents/information, determine facts, detect errors and irregularities and take action as authorized.

• Perform routine administrative duties such as complete work schedules, arrange appointments, arrange travel/lodging, order supplies and review documents to respond to requests.

• Assist with coordination and presentation of workshops, trainings and orientation sessions.

Minimum Qualifications:

To qualify, your background must include training, education, or experience in office and administrative support work that demonstrates:

• Competency in applying a sold knowledge of modern office practices to perform complex, varied office support tasks.

• Ability to use independent decision making on the appropriate processes to follow, information to process and actions to take in accordance with standard procedures.

• Prior experience performing a broad range of administrative duties.

The background of well-qualified candidate will demonstrate experience in the following areas:

1. Skilled in the use of standard workplace equipment and applications (MS Word, EXCEL, Outlook, SharePoint, etc.).

2. Knowledge and application of excellent customer service standards.

3. Prior experience working with customer service which involves direct face-to-face contact with clients.

Preference will be given to those who submit a cover letter and resume.

Thinking about applying?

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Agency information:

TheDepartment of Health and Human Services (https://www.maine.gov/dhhs/) (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.

The Office of Child & Family Services (OCFS) within DHHS is responsible for ensuring the safety, permanency and well-being of children and families through community networks, local resources, and life-long family connections throughout Maine.

If you enjoy being an active team member and have an interest and understanding of issues related to early care and education, the Early Childhood Consultation Partnership (ECCP®) program has a current vacancy in the Augusta office of the Early Care and Education Division of OCFS.

Application Information:

For additional information about this position please contact Melanie Miller, ECCP® Program Manager, OCFS at 207-624-7900 or by email at Melanie.Miller@Maine.gov

To apply, please upload a recent resume and cover letter addressing each of the preferred skills/experience areas above.

Please submit all documents or files in PDF format.

To request a paper application, please contact Mandy.L.Harman@Maine.gov

Benefits of working for the State of Maine:

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays , 12 days of sick leave , and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.

• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.

• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value).

• Retirement Plan – The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receivesix weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act (https://www.maine.gov/bhr/state-employees/workplace-posters) .

  State employees are eligible for an extensive and highly competitive benefits package (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) .

  Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.