Office Specialist I
Opening Date: January 17, 2025
Closing Date: January 31, 2025
Job Class Code: 6546
Grade: 16 (Admin)
Salary: $39,020.80 - $56,222.40 per year
Position Number: 02000-2651
Location: Augusta
This is a full-time position located in Augusta. This opportunity allows partial telework with management approval.
The Maine Immunization Program (MIP) strives to ensure full protection of all Maine children and adults from vaccine-preventable disease. Through cooperative partnerships with public and private health practitioners and community members, the MIP provides vaccine, comprehensive education and technical assistance, vaccine-preventable disease tracking and outbreak control, accessible population-based management tools, and compassionate support services that link individuals into comprehensive health care systems.
As the Office Specialist I, you will perform duties in support of vaccine distribution and accountability through the Maine Immunization Information System, ImmPact. As a universal vaccine state, this position insures timely and accurate vaccine ordering, fulfillment, and remediation efforts.
Core Responsibilities:
As a key member of the Maine Immunization Program team, your core responsibilities will include:
• Receive incoming calls to Vaccine Management and the ImmPact helpdesk as a front-line team member assisting users with managing vaccine inventory, provider orders, recording and updating cold chain and documenting immunizations
• Reconciles the federal CDC’s provider shipping logs against monthly allotment
• Facilitates returns of non-viable vaccines between providers and McKesson
• Approves, denies, and adjust provider vaccine orders to align with allowable vaccine allocation
• Upload vaccine orders to the federal CDC application known as VTRCKS
• Coordinates Seasonal Influenza Distribution
• Coordinates Seasonal RSV Distribution
• Performs weekly reconciliation of vaccine orders according to projected spend plan
Minimum Qualifications:
Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, and 2) the ability to use independent judgment, initiative, and discretion to make determinations on varied matters. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, Office Associate I and Office Associate II.
Preferred candidates will also have:
• Excellent oral and written communication skills
• Ability to work independently
• Ability to multi-task
• Knowledge of vaccine presentations and trade names
• Provide excellent customer service
• Knowledge of Maine’s Immunization Information System - ImmPact
• The ability to establish and maintain effective working relationships with a diverse group of internal and external partners
• Computer skills, including Excel, Word, Outlook, Teams
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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 for the Maine Center for Disease Control and Prevention (Maine CDC), within which this position is located, is to develop and deliver services to preserve, protect, and promote the health and well-being of the citizens of Maine.
Application Information:
Please submit all documents or files in PDF format.
*To apply, please upload a resume and cover letter with your application.
For additional information about this position please contact Kayla Strout, Immunization Information System Coordinator, at (207) 287-3408.
To request a paper application, please contact Mandy.Hernandez@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.