Office Associate II

State of Maine•Augusta, ME

8d•Hybrid

About The Position

The Office Associate II provides administrative support to the Assisted Housing, Personal Care Agency, and Home and Community Support Services Programs within the Department of Health and Human Services’ Division of Licensing and Certification. The role supports surveyors, supervisors, and the program manager by processing license applications, maintaining records and documentation, updating a federally mandated database, responding to provider inquiries, and supporting licensing surveys and complaint investigations. The position involves data entry and data management across multiple databases, reviewing applications, preparing licensing-related correspondence and forms, maintaining accurate and current documents, and assisting with general administrative duties. Partial telework may be available after the probationary period with supervisor approval. The position is located in Augusta, Maine.

Requirements

Training, education, or experience in office and administrative support work demonstrating competency in modern office practices and the ability to perform complex, varied office support tasks.
Ability to make independent decisions about processes, information to process, and actions to take in accordance with standard procedures.
Meet the assumed qualifications of Office Assistant I, Office Assistant II, and Office Associate I.

Nice To Haves

Experience working in a regulatory, licensing, or government office environment.
Strong organizational skills and attention to detail and accuracy.
Ability to consistently follow detailed instructions, policies, and procedures in a fast-paced environment.
Proficiency with Microsoft Outlook, Word, and Excel.

Responsibilities

Provide primary administrative support to surveyors, supervisors, and the program manager for the Assisted Housing, Personal Care Agency, and Home and Community Support Services Programs.
Complete data entry and data management involving multiple databases.
Review applications for accuracy and follow up with providers when appropriate.
Assist providers with questions about licensing applications and processes.
Prioritize tasks and complete work accurately and on time.
Prepare routine correspondence, forms, notices, and letters related to licensing activities.
Ensure licensing documents are accurate and up to date.
Maintain confidentiality and handle sensitive information.
Coordinate with the Office Associate II Supervisor to ensure licensing and certification activities are covered during staff leave.
Assist with other administrative duties, including mail processing and distribution, copying, scanning, and gathering data for licensing reports.
Support division staff with licensing surveys and complaint investigations.

Benefits

13 paid holidays and more than three weeks of vacation leave annually; vacation accrual increases with years of service.
Personal leave for overtime-exempt employees.
12 days of sick leave per year.
State-paid employee-only health insurance premiums at 85%–95%, depending on salary.
Health insurance premium credit that can reduce employee-only premiums by 5%, subject to program requirements.
State-paid employee-only dental insurance premiums.
State contribution equivalent to 14.06% of employee pay toward MainePERS.
Gym membership reimbursement of up to $40 per month.
Health and dependent care flexible spending accounts.
Eligibility for Public Service Student Loan Forgiveness.
Employee assistance program through the Living Resources Program.
Six weeks of fully paid parental leave for employees welcoming a child; additional unpaid leave may be available under the Family and Medical Leave Act.
Voluntary MaineSaves 457(b) deferred compensation plan.