Administrative Associate

SSO • Augusta, ME

7d

About The Position

The Administrative Associate provides high-level administrative, technical, and customer support to programs serving Maine residents, families, providers, and community partners. The role supports efficient daily operations by managing data, assisting with eligibility and case processes, coordinating communications, and supporting program workflows in a fast-paced, service-oriented environment. The position calls for an organized, detail-focused, adaptable professional who can apply policies and procedures while interacting with diverse stakeholders.

Requirements

• Experience in administrative, office support, or customer service roles.
• Strong data-entry accuracy and attention to detail.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook, and ability to learn proprietary systems.
• Ability to gather, evaluate, and document information clearly and accurately.
• Strong written communication skills, including drafting and editing professional correspondence.
• Ability to interpret and apply policies, procedures, and regulations.
• Ability to work independently and collaboratively in a fast-paced environment.
• Commitment to confidentiality and professionalism.
• Ability to interact effectively with individuals from diverse backgrounds.
• Clear, professional communication and ability to explain complex information.
• Ability to evaluate information, troubleshoot issues, and make sound decisions.
• Comfort using multiple systems, learning new tools, and adapting to policy or process changes.
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.

Nice To Haves

• Experience in government, healthcare, human services, or eligibility-based programs.
• Familiarity with medical, insurance, or public assistance terminology.
• Experience with collaboration tools such as SharePoint, Microsoft Forms, or Power Automate.
• Strong analytical skills and ability to make informed recommendations.
• Demonstrated ability to manage multiple priorities simultaneously.

Responsibilities

• Serve as a front-line resource for clients, families, providers, and partners through phone, email, mail, and in-person interactions.
• Respond to inquiries, provide program information, and offer basic technical assistance such as portal navigation and login support.
• Educate clients on program requirements, benefits, and processes as appropriate.
• Support resolution of issues related to eligibility, services, claims, or access barriers.
• Process applications, service requests, and documentation accurately and promptly.
• Maintain organized records, files, and documentation systems.
• Prepare, edit, and manage professional correspondence, reports, and official notices.
• Coordinate meetings, travel, scheduling, and logistics for staff and clients.
• Support compliance with State and Federal regulations, documentation standards, and confidentiality requirements.
• Review, validate, and update data across multiple systems.
• Apply policies, rules, and procedures to determine eligibility or support case evaluations.
• Research program, claims, or service information to support decision-making.
• Identify errors, inconsistencies, or barriers and take corrective action within established guidelines.
• Assist users with system navigation, forms, and basic troubleshooting.
• Develop or maintain templates, forms, charts, tables, and internal communications.
• Capture detailed meeting minutes and support team coordination.
• Contribute to workflow improvements, process updates, and special projects.
• Participate in team meetings, case discussions, and supervision sessions.
• Provide training, orientation, or work direction to team members as assigned.
• Collaborate with internal and external partners to support coordinated service delivery.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed