City of Portland - Administrative Assistant - Public Health

at City of Portland in Portland, Maine, United States

Job Description

City of Portland - Administrative Assistant - Public Health

Health & Human Services Department, Public Health Division

About the City of Portland Health & Human Services

The Health & Human Services Department consists of four unique divisions; Barron Center, Elder Affairs, Public Health, and Social Services. We strive to enhance the health and well-being of the residents of Portland in collaboration with our community, state, and federal partners. Learn more about HHS and each of these divisions by starting here!

Job Summary

The Portland Community Free Clinic is hiring an Administrative Assistant. This is a part time position for 30 hours weekly. The successful candidate in this position will have a positive attitude and a desire to assist community members. This role will provide a variety of administrative support for the clinical services at 39 Forest Avenue serving members of vulnerable and diverse populations. This role requires a high degree of organizational and communication skills. Attention to detail in a clinical setting is also required.

Duties & Responsibilities:

• Screens incoming telephone calls and makes outgoing appointment reminder calls.

• Generate letters and general office correspondence.

• Provides information regarding departmental or divisional operating procedures.

• Coordinates and maintains conference room meeting schedules.

• Assembles and submits relevant data including compiling and reviewing documents and ensures their completeness.

• Organizes and maintains client and other relevant office files.

Required Skills & Experience:

• Experience in an administrative office role, in a fast-paced environment

• Thorough knowledge of business English and Google suite.

• Ability to compose and prepare effective correspondence.

• Ability to make independent decisions in accordance with established policies and procedures.

• Ability to establish and maintain effective working relationships with employees and clients.

• Strong customer service skills.

• Ability to maintain a high level of confidentiality.

Expected Hours/Schedule:

30 hours/week, Monday-Thursday, 8AM-4:30PM

Applications accepted until February 23rd, 2026.

Offers of employment are contingent upon the completion of a satisfactory criminal background check.

Salary & Benefits:

This is a union, CEBA Grade 8 position with an hourly rate starting at $21.39.

The City of Portland prides itself on its outstanding benefits and collegial and mission-driven work environment.

City benefits include:

• Free employee health insurance with the completion of wellness incentives

• Thirteen paid holidays

• Sick, vacation, and personal leave

• Life, dental, vision and income protection insurances

• Choice of retirement plans, including a pension plan

• Use of City recreation facilities

• Fitness Reimbursement

• Discount on professional development programs through USM and Thomas College

If you have any questions or need assistance with the application, please email Human Resources at jobs@portlandmaine.gov or call 207-874-8624.

The City of Portland believes that to do our best work, our employees need to reflect the diverse, vibrant community we serve. We are an equal opportunity employer and are committed to celebrating all dimensions of diversity in the workplace. Applicants are considered without regard to race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, age, veteran status, disability, or any other applicable legally protected characteristics. If you need to request a reasonable accommodation, please call 207-874-8624 or email hrinfo@portlandmaine.gov.

To apply, visit https://apptrkr.com/6912503