Office Associate II

Department of Health and Human Services; United States; Ibrido; USD 26.000 - 37.000; Tempo pieno

Vantaggi offerti da questo lavoro

13 paid holidays

3+ weeks of vacation leave

Health insurance

Retirement plan

Descrizione del lavoro

The Department of Health and Human Services in Augusta, Maine seeks an administrative support professional to assist licensing and certification programs. You will process license applications, maintain records, and support surveys and investigations, with partial remote work possible after probation.

Applicants should have strong organization, attention to detail, and experience in a regulatory or government setting. Proficiency in Microsoft Word, Outlook, and Excel is preferred.

Competenze

• Experience in regulatory or government office environments preferred.
• Ability to manage multiple databases and data entry with accuracy.
• Proficiency with Microsoft Word, Outlook and Excel.

Mansioni

• Provide administrative support to licensing and certification programs.
• Process license applications and maintain records and documentation.
• Update federally mandated database and respond to provider inquiries.

Conoscenze

Strong organizational skills

Attention to detail

Regulatory environment experience

Strumenti

Microsoft Word

Outlook

Excel

Descrizione del lavoro

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) Opening Date: October 27, 2026 Closing Date: November 9, 2026 Job Class Code: 6542 Grade: 13 (Admin Svcs) Salary: $18.53 - $26.68 per hour* *This is inclusive of a 2.50% recruitment and retention stipend *New State employees begin at Step 1, $18.53 per hour Position Number: 02031-2262 Location: Augusta

This position allows for partial telework with management approval. Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities:

You will be responsible for providing administrative support to the Assisted Housing, Personal Care Agency, and the Home and Community Support Services Programs of the Division of Licensing and Certification. You will be responsible for processing license applications, maintaining records and documentation, updating the federally mandated database, responding to inquiries from providers, and supporting division staff for all licensing surveys and complaint investigations. This position is eligible for partial remote work with supervisor approval after completion of a probationary period.

In This Role You Will:

• Be the primary administrative support for the surveyors, supervisors, and the program manager associated with the Assisted Housing, Personal Care Agency, and the Home and Community Support Services Programs.
• Complete data entry and data management involving multiple databases.
• Review applications for accuracy and follow up with providers when appropriate.
• Assist Assisted Housing, Personal Care Agency, and Home and Community Support Services providers with questions related to the licensing application and processes.
• Prioritize tasks and complete work accurately and on time.
• Prepare routine correspondence, forms, notices, and letters related to licensing activities.
• Ensure licensing documents are accurate and up to date.
• Maintain confidentiality and handle sensitive information.
• Work with the Office Associate II Supervisor to ensure that licensing and certification activities are covered during staff leave.
• Assist with other administrative duties as requested, including but not limited to mail processing and distribution, copying, scanning, and gathering data for licensing reports.

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.

Preferred Skills and Qualifications:

• Experience working in a regulatory, licensing, or government office environment.
• Strong organizational skills, and attention to detail and accuracy.
• Able to consistently follow detailed instructions, policies, and procedures in a fast-paced environment.
• Proficiency with Microsoft Word (Outlook, Word, Excel).

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 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 mission of the Division of Licensing and Certification is to ensure Maine’s citizens receive quality and effective health care and social services by developing and applying regulatory standards that help people have safe and appropriate outcomes.

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.

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.

Application Process About Us "Dirigo" Join Maine State Government and Make a Difference in Your Community If you're looking for a fulfilling career that allows you to serve the public and make a difference, consider working with Maine State Government! Our departments boast an array of professions, including attorneys, biologists, correctional officers, equipment operators, engineers, human resources professionals, information technology experts, law enforcement officers, nurses, park rangers, social workers, and transportation workers. With more than 100 agencies, boards, and offices, Maine State Government is the perfect place to explore various industries and interests. Whether you're interested in finance or forestry, there's an opportunity for you to help make Maine an even better place to live.