Administrative Support Specialist

MaineGuide; Augusta (ME); Hybrid; USD 32,000 - 43,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with discretionary employer m…

Paid time off and paid holidays

Flexible spending accounts (FSA)

Additional employee perks

Job summary

Staffing Solutions Organization LLC (SSO) is seeking an Administrative Support Specialist in a hybrid role in Maine. You will handle licensing applications, maintain records, and support providers through the licensing process. The job emphasizes accuracy, organization, and customer service in a fast-paced environment.

The position offers a hybrid work arrangement with remote flexibility. Candidates should be proficient with MS Office, data entry, and records management.

Qualifications

• Experience performing administrative, clerical, or office support tasks.
• Ability to process licensing applications and manage records.
• Proficiency with MS Office and data entry in state software systems.

Responsibilities

• Process licensing applications and supporting documents accurately.
• Perform data entry, scanning, indexing, and records management.
• Respond to inquiries and provide guidance to licensing providers.
• Support report generation and department operations as needed.

Skills

Organizational skills

Time-management

Attention to detail

Written and verbal communication

Customer service

Multitasking

Independent work

Team collaboration

Decision making

Discretion with sensitive information

Education

High School Diploma or equivalent

Associate Degree

Equivalent combination of education and experience

Tools

Microsoft Excel

Microsoft Word

Microsoft Access

Outlook

Job description

Staffing Solutions Organization LLC (SSO), an affiliate of Public Consulting Group LLC (PCG), is focused on delighting clients with world-class managed staffing and talent consulting services. SSO is committed to a diverse workforce, which is a reflection of our clients and the people they serve.

Administrative Support Specialist – Licensing & Certification Unit

Location: Hybrid (Partially Remote Available)

Employment Type: Full-Time

Pay Rate: $27.00 per hour

Position Overview

The Licensing & Certification Unit is seeking a highly organized and detail-oriented Administrative Support Specialist to provide critical administrative and clerical support for licensing operations. This role is responsible for processing applications, maintaining records, supporting providers throughout the licensing process, and ensuring licensing activities are completed accurately and efficiently. The ideal candidate will possess strong organizational skills, excellent customer service abilities, and experience managing multiple priorities in a fast-paced environment. This position offers a hybrid work arrangement with remote flexibility based on business needs.

Key Responsibilities

Licensing & Administrative Support

• Process licensing applications, forms, and supporting documentation.
• Perform accurate data entry, scanning, indexing, filing, photocopying, and records management activities.
• Generate, prepare, and distribute correspondence in a timely and professional manner.
• Maintain organized electronic and physical records in accordance with established procedures.
• Monitor workflows and track application status to ensure timely processing.

Customer Service & Provider Support

• Respond to phone calls, emails, and inquiries regarding licensing requirements and application procedures.
• Provide technical assistance and guidance to providers navigating the licensing process.
• Communicate effectively with internal teams, external stakeholders, and licensing applicants.

Operations Support

• Process incoming mail, faxes, and other documentation efficiently and accurately.
• Assist with report generation and data management using state software systems.
• Provide administrative support to Division Operations as needed.
• Support team operations during staff absences and periods of increased workload.

Required Knowledge, Skills, and Abilities

• Strong proficiency with Microsoft Office Suite, including:
• Microsoft Excel
• Microsoft Word
• Microsoft Access
• Outlook
• Excellent organizational and time-management skills.
• Strong attention to detail with the ability to identify errors and maintain data accuracy.
• Ability to learn new software systems and business processes quickly.
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to prioritize multiple assignments and meet deadlines.
• Proven problem-solving and critical-thinking abilities.
• Ability to work independently while contributing effectively within a team environment.
• Sound judgment and decision-making skills.
• Ability to handle confidential and sensitive information with discretion.
• Commitment to learning and applying licensing rules, regulations, policies, and procedures.

Minimum Qualifications

One of the following combinations of education and experience is required:

• High School Diploma or equivalent and five (5) years of relevant administrative, clerical, customer service, or office support experience; or
• Associate Degree in a related field and one (1) to three (3) years of relevant experience; or
• An equivalent combination of education and professional experience totaling five (5) years.

Preferred Qualifications

• Experience supporting licensing, certification, regulatory, compliance, or administrative programs.
• Experience working with document management systems, databases, or electronic records systems.
• Experience in government, healthcare, regulatory, or public-sector environments.
• Strong data entry and records management experience.

Benefits (Through SSO)

SSO offers a competitive benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with discretionary employer match
• Paid time off and paid holidays
• Flexible spending accounts (FSA)
• Additional employee perks

Keywords

Administrative Support, Administrative Assistant, Licensing Specialist, Licensing Coordinator, Certification Specialist, Office Administrator, Data Entry, Records Management, Customer Service, Regulatory Compliance, Document Processing, Office Support, Administrative Coordinator, Microsoft Office, Hybrid Position, Records Specialist, Program Support, Operations Support.

Compensation for roles at Staffing Solutions Organization LLC (SSO) varies depending on a wide array of factors including, but not limited to, the specific office location, role, skill set, and level of experience. As required by applicable law, SSO provides a reasonable range of compensation for this role. In addition, SSO provides a range of benefits for this role.

Applicants must be authorized to work in the U.S. This position is not eligible for work authorization sponsorship (including H-1B sponsorship) by SSO and under the federal laws relating to the F-1 STEM EAD program, this position is not eligible to support a STEM EAD extension application.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, marital status, age, national origin, protected veteran status, or disability. Staffing Solutions Organization LLC is an E-Verify participant.