Office Associate I - Long Term Care (LTC)

MaineGuide; Northern (KY); Hybrid; USD 24,000 - 33,000; Full time

Benefits offered by this job

Health Insurance

Retirement Plan (MainePERS)

Parental Leave

Job summary

Department of Health and Human Services (DHHS) in Maine is hiring an Office Associate I for Long Term Care support. The role manages complex office tasks, maintains client records, and handles routine inquiries with professional discretion.

The position requires strong knowledge of office practices, ability to work independently, and adherence to confidentiality. Location: Machias; salary details provided; visa sponsorship not available.

Qualifications

• Experience using modern office practices to perform complex tasks.
• Ability to exercise independent judgment on exceptions to schedules and priorities.
• Ability to review and maintain accuracy and integrity of electronic records.

Responsibilities

• Process Long Term Care applications, correspondence, and supporting documents per procedures.
• Create, maintain, and update electronic client records and enter data in systems.
• Review documents for completeness and route items for action.
• Maintain confidential electronic and paper records.
• Answer phones and greet clients, providing information as needed.
• Route applications and documents to appropriate staff.
• Communicate with clients, facilities, and attorneys regarding routine questions.
• Provide guidance on office procedures to coworkers.

Skills

Independent judgment

Office practices

Education

Office/Administrative support experience

Job description

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.

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:

As an Office Associate I for Long Term Care, you will perform complex office support work requiring a solid knowledge of office practices and equipment and the ability to perform divergent clerical functions. This position uses independent judgment when handling exceptions to established assignments, priorities, and schedules and provides specialized administrative support related to MaineCare Long Term Care applications, client records, supporting documentation, and established program processes.

• 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 upscale them in accordance with established procedures.

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 lived experience and passion set you apart.

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:

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 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 leaveis one of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receivesix 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 everything 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.