Opening Date: December 17, 2024
Closing Date: January 2, 2025
Job Class Code: 6538
Grade: 8 (Administrative Services)
Salary: $15.45 - $21.39 per hour
Position Number: 03000-4227
Location: Ellsworth
This is only open to those with promotional status in the Department of Health and Human Services
Core Responsibilities:
This critical Office Associate II position engages with callers, visiting providers and families to guide them to the appropriate OCFS staff and services as part of the OCFS goal of providing excellent customer service.
As a member of a fast-paced team-oriented office environment, a well-qualified candidate will be professional, well spoken, patient, possess strong organizational skills, and demonstrate a history of excellent customer service skills, both phone and in person. The candidate will demonstrate the ability to successfully manage multiple priorities for a wide variety of office tasks supporting the overall OCFS mission. Your duties will include but are not limited to:
• Set up electronic discovery folders in Sharefile; upload records into Sharefile for discovery; update Sharefile folders with current participants.
• Backup to the telephone receptionist during those times the receptionist is away from her desk or out of the office - Receiving and directing 100-200 phone calls daily; engaging with callers to understand their needs and assisting them with connecting with the appropriate OCFS staff or program;
• Managing and distributing incoming and outgoing communications for the office, including mail, faxes, and other publications and print materials;
• Redact adoption records for prospective adoptive parents;
• Burn CD’s for Clifford Orders, Court, etc.
• Filing closed assessments and permanency records
• Supporting other administrative processes for OCFS programs as needed.
Minimum Qualifications:
In order 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 routine, varied office support tasks often requiring the operation of technical office equipment, and 2) the ability to use independent judgment in prioritizing the work and selecting the most appropriate course of action within set procedures.
Please submit a cover letter, or table rating your skills in each of the following as expert, skilled, or novice:
- Outlook or comparable e-mail application
- Excel or comparable spreadsheet application
- MS Word or comparable word processing application
- Performing receptionist duties
- Data entry (both narratives and billing data)
- Keyboarding (words per minute)
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 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.
Application Information:
Please submit all documents or files in PDF format.
To apply, please upload a current resume, and cover letter rating your skills in the Qualifications Section.
For additional information about this position, please contact Anna Edlund, Program Administrator at (207) 664-1426.
To request a paper application, please contact Mandy.L.Harman@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%-95% of employee-only premiums ($11,196.96 - $12,514.32 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 ($387.92 annual value).
- Retirement Plan – The State contributes the equivalent of 13.29% 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—receive six 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, 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.