Administrative Support Specialist

SSO • Augusta, ME

1d • Hybrid

About The Position

The Licensing & Certification Unit is seeking a highly organized and detail-oriented Administrative Support Specialist to provide critical administrative and clerical support for licensing operations. This role is responsible for processing applications, maintaining records, supporting providers throughout the licensing process, and ensuring licensing activities are completed accurately and efficiently. The ideal candidate will possess strong organizational skills, excellent customer service abilities, and experience managing multiple priorities in a fast-paced environment. This position offers a hybrid work arrangement with remote flexibility based on business needs.

Requirements

• Strong proficiency with Microsoft Office Suite, including: Microsoft Excel, Microsoft Word, Microsoft Access, Outlook
• Excellent organizational and time-management skills.
• Strong attention to detail with the ability to identify errors and maintain data accuracy.
• Ability to learn new software systems and business processes quickly.
• Excellent written and verbal communication skills.
• Strong customer service and interpersonal skills.
• Ability to prioritize multiple assignments and meet deadlines.
• Proven problem-solving and critical-thinking abilities.
• Ability to work independently while contributing effectively within a team environment.
• Sound judgment and decision-making skills.
• Ability to handle confidential and sensitive information with discretion.
• Commitment to learning and applying licensing rules, regulations, policies, and procedures.
• High School Diploma or equivalent and five (5) years of relevant administrative, clerical, customer service, or office support experience; or Associate Degree in a related field and one (1) to three (3) years of relevant experience; or An equivalent combination of education and professional experience totaling five (5) years.

Nice To Haves

• Experience supporting licensing, certification, regulatory, compliance, or administrative programs.
• Experience working with document management systems, databases, or electronic records systems.
• Experience in government, healthcare, regulatory, or public-sector environments.
• Strong data entry and records management experience.

Responsibilities

• Process licensing applications, forms, and supporting documentation.
• Perform accurate data entry, scanning, indexing, filing, photocopying, and records management activities.
• Generate, prepare, and distribute correspondence in a timely and professional manner.
• Maintain organized electronic and physical records in accordance with established procedures.
• Monitor workflows and track application status to ensure timely processing.
• Respond to phone calls, emails, and inquiries regarding licensing requirements and application procedures.
• Provide technical assistance and guidance to providers navigating the licensing process.
• Communicate effectively with internal teams, external stakeholders, and licensing applicants.
• Process incoming mail, faxes, and other documentation efficiently and accurately.
• Assist with report generation and data management using state software systems.
• Provide administrative support to Division Operations as needed.
• Support team operations during staff absences and periods of increased workload.

Benefits

• Medical, dental, and vision insurance
• 401(k) with discretionary employer match
• Paid time off and paid holidays
• Flexible spending accounts (FSA)
• Additional employee perks

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED