Public Health Nursing - Administrative Assistant

Department of Health and Human Services; Virginia; Hybrid; USD 26,000 - 36,000; Full time

Benefits offered by this job

Paid holidays

Vacation leave

Health insurance

Dental insurance

Retirement plan

Parental leave

Gym reimbursement

Job summary

Department of Health and Human Services is seeking an Office Associate II in Augusta to provide crucial administrative support within the Maine CDC Public Health Nursing Division. The role handles a wide range of clerical duties, patient referrals, and coordination with field nurses.

Ideal candidates will manage office tasks, support vaccine storage and shipments, and assist with recruitment and community events while maintaining high standards of communication and organizational skills.

Qualifications

• Experience in modern office practices and complex clerical tasks.
• Ability to prioritize and make independent decisions per standard procedures.
• Preferred: familiarity with referral systems and administrative workflows.

Responsibilities

• Provide office and administrative support to the Public Health Nursing Division.
• Use office software and equipment to perform clerical duties efficiently.
• Coordinate with Cradle ME Referral System and PHN team to address family needs.
• Prioritize division needs, maintain strong written and oral communications.
• Create medical charts for new referrals and order supplies for field nurses.
• Manage invoices, packing slips, and vaccine-related documents.
• Prepare prenatal, postpartum, and elder care admission packets.
• Assist with vaccine storage and handling requirements and data entry.
• Support recruitment efforts and PHN community events; conduct mandated education.
• Schedule meetings, book spaces, and review documents for requests.

Skills

Independent decision making

Written communication

Oral communication

Office administration

Tools

Microsoft Office Suite

Electronic health records

Medical billing

Job description

Department of Health and Human Services (DHHS) Office Associate II

Opening Date: October 9, 2026

Closing Date: October 23, 2026

Job Class Code: 6542

Grade: 13 (Administrative Services)

Salary: $18.53 - $26.03 per hour* *This is inclusive of a 2.5% recruitment and retention stipend

Location: Augusta

*This position allows for up to 2-3 days per week of teleworking with management approval.

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Maine CDC Public Health Nursing Division (PHN) provides home visiting services to families with diverse needs including perinatal individuals, infants, individuals with tuberculosis, older adults, and individuals, schools, and communities needing immunizations.

Core Responsibilities

• The role of the Office Associate II within the Maine CDC Public Health Nursing Division (PHN) is to provide office and administrative support to the Division.
• This position requires working knowledge of contemporary office practices and etiquette as well as office equipment and software to perform a wide range of clerical duties.
• In this position, you will work closely with the Cradle ME Referral System and the PHN team to assure that the needs of families in Maine referred to PHN are addressed in a timely manner.
• Your responsibilities require the ability to prioritize emerging Division needs, make independent decisions, have intimate knowledge of internal processes and standing procedures, and strong written and oral communication skills.
• You will also:
• Create medical charts for new referrals
• Order office and clinical supplies for field nurses
• Answer and direct phone calls
• Manage invoices, packing slips, and statements from vendors including vaccine shipments
• Prepare prenatal, postpartum, and older adult admission packets
• Support the management of vaccine storage and handling requirements
• Complete occasional data entry in a timely manner
• Receive PHN communications including mail, fax, and phone calls
• Support recruitment efforts through outreach to candidates and scheduling of interviews
• Support PHN community events
• Complete all required education
• Perform routine duties such as schedule meetings, reserve meeting space, and review documents to respond to requests.

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 candidates will also have:
• Knowledge and experience with referral systems
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Teams, etc.
• Knowledge and experience working within electronic health records
• Knowledge and experience in medical billing

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. 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.

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.