Office Associate II

Augusta , Maine , United States | Administrative & Office Support | Part-time

Apply by: May 24, 2024

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Department of Health and Human Services (DHHS)Opening Date: May 10, 2024Closing Date: May 24, 2024Job Class Code: 6542

Grade: 13 (Admin Svcs)

Salary: $16.80 - $23.25/hrPosition Number: 02000-2224Location: Augusta

Core Responsibilities:

You will be responsible for providing administrative support to OCFS’s Early Care and Education Unit. You will be responsible for answering phones and directing callers to the appropriate resource during the business hours of 8:00 a.m. to 5:00 p.m., filing and archiving records, preparing documentation, and supporting management, among other general administrative support tasks.

You will also:

• Work with other Office Associate II staff to ensure that responsibilities are covered during staff leave.

• Apply an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements to routine, individual cases.

• Develop standard work procedures within established guidelines.

• Create and use varied correspondence formats and compose standard business correspondence.

• Create basic graphics/illustration/publication work to produce informational materials including maps, charts and graphs involving drafting, formatting, illustrating, lettering and manipulating text and graphics in electronic and written form.

• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables and/or maps.

• Examine documents/information, determine facts, detect errors and irregularities and take action as authorized.

• Perform routine, occasional secretarial duties such as complete work schedules, arrange appointments, arrange travel/lodging, order supplies and review documents to respond to requests.

• Coordinate and present workshops, training and orientation sessions.

Minimum Qualifications:

To qualify for this position, you must have training, education or experience in office and administrative support work that demonstrates 1) competency in applying a sold 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.

Please submit a cover letter rating your skills as expert, skilled or novice in each of the following programs with a short explanation for that rating

• MS Word or comparable word processing applications

• Excel or comparable spreadsheet applications

• Access or comparable database applications

Thinking about applying?

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Agency information:

TheDepartment of Health and Human Services (https://www.maine.gov/dhhs/) (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 of Child & Family Services (OCFS), within DHHS is responsible for ensuring the safety, permanency and well-being of children and families through community networks, local resources, and life-long family connections throughout Maine. We have an anticipated vacancy in our Augusta office. This position is 37 hours per week.

Application Information:

Please submit all documents or files in PDF format.

For additional information about this position please contact Tara Williams, Associate Director of Early Care and Education at tara.williams@maine.gov. To apply, please upload a recent resume (if available) andcover letter addressing each of the competency areasidentified in the above section. To request a paper application, please contact Ashley Smith at Ashley.Smith@Maine.gov .

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 , 12 days of sick leave , and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.

• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($10,523.28-$12,380.40 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.

• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).

• Retirement Plan – The State contributes the equivalent of 13.41% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receivesix weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act .

  State employees are eligible for an extensive and highly competitive benefits package (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) .

  *Note: Benefits may vary somewhat according to specific collective bargaining agreements and areprorated for part-time employment.

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.