Office Specialist II

Department of Health and Human Services | Bangor, ME, United States

Posted Date 11/23/2022
Description

Closing Date: December 12, 2022

Job Class Code: 6538

Grade: 19
Salary: $19.13 - $26.26/hr.*

*This includes a $.60/hour Institutional Stipend

Position Number: 03200-1933

Job duties:

This position provides administrative support to the Superintendent, Deputy Superintendent, Clinical Director and Director of Nursing (the Executive Team) at the Dorothea Dix Psychiatric Center. This is advanced office and administrative work with diverse functions.

REPRESENTATIVE TASKS: (A position may not be assigned all the duties listed, nor do the listed examples include all the duties that may be assigned).

  • Coordinates the flow of information within DDPC on behalf of the Superintendent in order to ensure appropriate staff receive accurate and timely information
  • Serves as a liaison between the Superintendent and the Commissioner of DHHS, managers and staff in other DHHHS Offices and personnel in other state agencies in order to ensure that critical information is shared in a timely and efficient manner
  • Prepares a broad range of documents and correspondence on behalf of the Superintendent and the Executive Team including confidential documents
  • Receives information related to DDPC issues and evaluates the acuity of issues in order to determine what needs immediate attention of the Superintendent using knowledge of DHHS programs, health/safety, legal, political, or other implications
  • Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes
  • Researches background information relative to a wide variety of client, community, program related issues in order to provide Superintendent, Deputy Superintendent, Director of Nursing, and Clinical Director with accurate up-to-date information necessary for decision/response and timely response to necessary information
  • Corresponds with general public, agencies, legislature, executive branch, family members, provider, consumers and local state officials in order to address complaints, supply information, or explain department procedures
  • Prepares, coordinates agendas of appropriate people to attend meetings, and disseminates meeting information and appropriate material ensure planning details have been completed for board and all meetings
  • Composes daily and weekly correspondence, reports, data contracts and other documents for the Superintendent, Deputy Superintendent, Director of Nursing, and Clinical Director
  • Sets up weekly meetings and takes dictation and prepares minutes for each committee’s review
  • Makes reservations and other arrangements in order to handle administrative details for supervisors and others
  • Keeps track of and schedule appointments for the Superintendent, Deputy Superintendent, Director of Nursing, and Clinical Director
  • Manages on call and vacation schedule for Executive team

MINIMUM QUALIFICATIONS:

Training, education, or experience in administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and 2) the ability to use independent judgment, initiative, and decision making on complex administrative matters.

Agency information:

Dorothea Dix Psychiatric Center (DDPC) is a 69-bed psychiatric hospital serving the entire State of Maine that provides services for people with severe mental illness. As a member of a statewide community of care givers, DDPC collaborates with individuals with severe and persistent mental illness, their community and personal supports, to provide recovery-oriented, respectful, compassionate, and effective psychiatric care and treatment in the least restrictive, safest, and most therapeutic environment we can create.

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.

APPLICATION INFORMATION:

For additional information about this position please contact Erin Dudar, Recruiter at 207-561-5431 or email erin.dudar@maine.gov.

To apply, please upload a resume and cover letter. To request a paper application, please contact Theresa Peppard at theresa.m.peppard@maine.gov.

BENEFITS

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 Balance – 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 ($10,150.80-$11,942.16 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 ($350.40 annual value).
  • Retirement Plan – The State of Maine contributes 13.16% of pay to 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 fathers and adoptive parents—receive four 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.
  • Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Maine State Government is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide reasonable accommodations to qualified individuals with disabilities upon request.

Job Type
Regular
Industry
Healthcare | Government

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