Office Associate I - Long Term Care (LTC)

Department of Health and Human Services; Machias (ME); On-site; USD 24,000 - 33,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

Vacation leave

Job summary

The Department of Health and Human Services (DHHS) in Machias is seeking an Office Associate I to support Long Term Care applications, maintain and update client records, and assist with routine inquiries. This role requires careful document review, data entry, and professional communication with clients and facilities.

The successful candidate will handle diverse administrative tasks, route items to the correct specialists, and assist coworkers with established LW long-term care office

Qualifications

• Experience in office and administrative support, handling complex tasks, and independent judgment.
• Ability to review and maintain accuracy of electronic records and data.
• Ability to communicate effectively with the public, healthcare facilities, attorneys, and other stakeholders.

Responsibilities

• Process Long Term Care applications and related documentation per procedures.
• Create and update electronic client records and filing systems.
• Review documents for completeness and route items accordingly.
• Maintain confidentiality of client information and organized records.
• Answer phones, greet clients, and provide general information.
• Route applications and documents to the appropriate Eligibility Specialist.
• Communicate with clients, facilities, and authorized representatives on routine questions.
• Provide administrative guidance to coworkers on office procedures.

Skills

Records management

Customer service

Office administration

Communication

Job description

Department of Health and Human Services (DHHS) Office Associate I Opening Date: September 18, 2026 Closing Date: October 1, 2026 Job Class Code: 6540 Grade: 11 (80) Salary: $17.47 - $24.11 per hour* *This is inclusive of a 2.50% recruitment and retention stipend Position Number: 02022-7292 Location: Machias Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities:

• Process Long Term Care applications, correspondence, and supporting documentation in accordance with established procedures.
• Create, maintain, and update electronic client records, including entering and correcting information in computer systems and electronic filing cabinets.
• Review documents and information for completeness and accuracy; identify missing, duplicate, or incorrect information and route items for appropriate action.
• Maintain organized and accurate electronic and paper records while protecting the confidentiality of client information.
• Answer phones, assist with reception, greet and direct clients, and provide general information or direct questions to the appropriate staff member.
• Receive and route Long Term Care applications, documents, correspondence, and other work to the appropriate Eligibility Specialist based on established procedures.
• Communicate with clients, facilities, family members, attorneys, authorized representatives, and other parties regarding routine administrative questions and documentation.
• Provide administrative support and guidance to coworkers regarding established Long Term Care office procedures, workflows, and systems.

Minimum Qualifications:

To qualify, you must have 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 office support tasks that are similar in nature, and 2) the ability to use independent judgment in handling exceptions to established work assignments, priorities, and schedules. All positions in this classification assume the qualifications of: Office Assistant I, and Office Assistant II.

The successful candidate will possess:

• The ability to review and maintain the accuracy, completeness, and integrity of electronic records and data.
• The ability to communicate effectively with members of the public, healthcare facilities, attorneys, authorized representatives, coworkers, and other stakeholders while maintaining confidentiality and appropriate professional boundaries.
• The ability to learn and apply program-specific procedures, electronic systems, workflows, and documentation requirements.
• The ability to recognize discrepancies, unusual circumstances, or system issues and appropriately resolve or elevate them in accordance with established procedures.

Agency information:

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. The Office for Family Independence (OFI) is responsible for administration of a number of programs and services, including MaineCare, Temporary Assistance for Needy Families (TANF), Supplemental Nutrition Assistance Program, Child Support, and Disability Determinations.

Benefits of working for the State of Maine:

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime‑exempt employees receive personal leave. When you or immediate members of your family are ill, utilize 12 days of sick leave per year.
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee‑only premiums ($12,213.60 - $13,650.48 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.
• Health Insurance Premium Credit – Participation decreases employee‑only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.
• Dental Insurance – The State of Maine pays 100% of employee‑only dental premiums ($365.28 annual value).
• Retirement Plan – The State contributes the equivalent of 14.06% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
• Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
• Health and Dependent Care Flexible Spending Accounts – Set aside money pre‑tax to help pay for out‑of‑pocket health care expenses and/or daycare expenses.
• Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.
• Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including non‑birthing and adoptive parents—receive six weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
• Voluntary Deferred Compensation – Save additional pre‑tax funds for retirement in a MaineSaves 457(b) account through payroll deductions. State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

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.

Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.