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Office Assistant II

at State of Maine, Bureau of Human Resources in Lewiston, Maine, United States

Job Description

Office Assistant II

Lewiston , Maine , United States | Administrative & Office Support | Full-time Apply by: May 24, 2022 Apply with Linkedin Apply

Department of Health and Human Services (DHHS)Opening Date: May 11, 2022Closing Date: May 24, 2022Job Class Code: 6538

Grade: 8 (Administrative Services)

Salary: $15/hr. – $18.12/hr.Position Number: 02022-7332

Job duties:

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.

Task/skill

Skill level

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)

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. We have a current vacancy in our Lewiston office.

Application Information:

Please submit all documents or files in a PDF or Word format. For additional information about this position, please contact Merlyn Haines at (207) 795-4542. To apply, please upload a current resume, and cover letter rating your skills in the above section.

To request a paper application, please contact Ashley.Smith@Maine.gov (Ashley.Vigue@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 ($9,893.52-$11,057.52 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 (https://www.maine.gov/bhr/state-employees/rules-policies/policy-practices-manual/Employee-Rights-and-Responsibilities-Federal) .

+ 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 (https://www.maine.gov/bhr/oeh/) .

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.

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Job Posting: JC213273311

Posted On: May 13, 2022

Updated On: May 26, 2022