Office Associate II

State of Maine • Augusta, ME

4d • Onsite

About The Position

The DHHS Financial Service Center is seeking an Office Associate II to join the Recovery Division’s Cash Management Team. This position will support the Department’s mission by helping us ensure timely and accurate processing of cash receipt transactions, which is the basis for and contributes to the integrity of state and federal reporting. The Recovery Division’s primary scope of work includes depositing money, establishing receivables, and collecting millions of dollars in identified debt owed to DHHS annually, from a variety of sources. This position’s primary responsibilities include: The receipt, review, and sorting of daily mail which includes cash, checks and credit card payments from DHHS offices statewide. Accurately recording all incoming payments and completed cash receipts into the appropriate check log upon arrival to ensure proper tracking and reporting. Timely completion of work, ensuring all payments are recorded and accounted for in the general ledger within three business days from receipt. The review and verification of deposit backup, preparing for Mail Currier pickup, and maintaining all cash receipts/ backup by scanning and verifying all completed documentation into Docuware. Working with internal and external customers to appropriately deposit funds and identify opportunities to improve/ standardize process. Due to the variety of transaction types across several different lines of business, all errors and variances need to be researched and corrected in a timely manner and/ or escalated for resolution. Excellent communication skills, extraordinary attention to detail and the ability to foster interpersonal relationships with internal and external customers.

Requirements

• Training, education, or experience in office and administrative support work that demonstrates competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks.
• Ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.
• Competencies of Office Assistant I, Office Assistant II, and Office Associate I.
• Proven examples where initiative and attention to detail contributed to operational process improvements.
• Ability to be flexible and adjust to business needs while balancing multiple tasks and priorities.
• Strong time management skills and the ability to meet tight deadlines.
• Outstanding customer service skills coupled with a strong work ethic and ability to excel while working with multiple stakeholders to achieve common goals.
• Proven ability to data enter a considerable number of transactions yielding a high level of accuracy.

Nice To Haves

• Experience as an accounting professional.
• Detail oriented.
• Enjoys independent work in a dynamic, fast-paced environment.
• Possesses a high degree of initiative.
• Enjoys working collaboratively utilizing the latest Microsoft analytical tools.

Responsibilities

• Receipt, review, and sorting of daily mail which includes cash, checks and credit card payments from DHHS offices statewide.
• Accurately recording all incoming payments and completed cash receipts into the appropriate check log upon arrival to ensure proper tracking and reporting.
• Timely completion of work, ensuring all payments are recorded and accounted for in the general ledger within three business days from receipt.
• Review and verification of deposit backup, preparing for Mail Currier pickup, and maintaining all cash receipts/ backup by scanning and verifying all completed documentation into Docuware.
• Working with internal and external customers to appropriately deposit funds and identify opportunities to improve/ standardize process.
• Researching and correcting all errors and variances in a timely manner and/or escalating for resolution.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage (State pays 85%-100% of employee-only premiums)
• Health Insurance Premium Credit (Participation decreases employee-only premiums by 5%)
• Dental Insurance (State pays 100% of employee-only dental premiums)
• Retirement Plan (State contributes 14.11% of employee's pay towards MainePERS)
• Six weeks of fully paid parental leave for all employees welcoming a child (including non-birthing and adoptive parents)
• Additional, unpaid leave may also be available under the Family and Medical Leave Act.

What This Job Offers

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