Special Assistant to the DHHS Commissioner

State of Maine • Augusta, ME

1d • $51,501 - $72,530 • Onsite

About The Position

The Special Assistant to the Commissioner will provide advanced office and administrative support to the Commissioner of DHHS as well as other executive level staff. Ideal candidates for this role will possess advanced proficiency of DHHS, and state government, processes. This position provides support and instruction to 14 DHHS Department offices and 17 district offices. The Special Assistant to the Commissioner will perform a variety of administrative support duties that include but are not limited to: coordinate and manage the Commissioner’s schedule and meeting materials; receive and coordinate numerous requests for meetings and speaking engagements; make and manage all travel arrangements; responsible for human resources functions for the Commissioner’s Office (CO) executive and administrative staff including onboarding, offboarding, interviews, training, etc; ensure smooth operation of the CO, including tracking, processing and routing all incoming documents timely; reviews, approves, and provide guidance to office administrative staff to ensure adherence with state-wide guidance regarding departmental out of state travel requests; serve as the Department Records Officer requiring complete understanding of the Policy on Preservation of State Government Records; gathers information to compile the quarterly Department Rulemaking Report; manages the gathering and compilation of information to file the annual regulatory agenda as required in MRS 5, c. 375 §8060; build and maintain relationships within DHHS, other state agencies, as well as partners outside of state government; as well as executing additional special tasks as assigned or delegated.

Requirements

• training, education or experience in office and administrative work that demonstrates: competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks in assisting the Commissioner with statewide programs and policies
• the ability to use independent judgement, initiative, and decision-making on complex administrative matters
• excellent written and oral communication
• an understanding and ability to maintain confidentiality on all CO matters

Nice To Haves

• at least 7 years of high-level administrative experience

Responsibilities

• coordinate and manage the Commissioner’s schedule and meeting materials
• receive and coordinate numerous requests for meetings and speaking engagements
• make and manage all travel arrangements
• responsible for human resources functions for the Commissioner’s Office (CO) executive and administrative staff including onboarding, offboarding, interviews, training, etc
• ensure smooth operation of the CO, including tracking, processing and routing all incoming documents timely
• reviews, approves, and provide guidance to office administrative staff to ensure adherence with state-wide guidance regarding departmental out of state travel requests
• serve as the Department Records Officer requiring complete understanding of the Policy on Preservation of State Government Records
• gathers information to compile the quarterly Department Rulemaking Report
• manages the gathering and compilation of information to file the annual regulatory agenda as required in MRS 5, c. 375 §8060
• build and maintain relationships within DHHS, other state agencies, as well as partners outside of state government
• executing additional special tasks as assigned or delegated

Benefits

• 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually
• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($12,845.82 - $15,112.76 annual value), depending on salary
• Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($395.72 annual value)
• Retirement Plan – The State contributes the equivalent of 18.91% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS)
• All employees who are welcoming a child—including non-birthing and adoptive parents—receive six weeks of fully paid parental leave

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees