Office Associate II

Augusta , Maine , United States | Administrative & Office Support | Full-time | Partially remote

Apply by: May 28, 2024

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Department of Health and Human Services (DHHS)Office Associate II in the MeCDC’s Infectious Disease Prevention ProgramOpening Date: May 13, 2024Closing Date: May 28, 2024Job Class Code: 6542

Grade: 80-13 (Admin)

Salary: $16.80 - $23.25 / hr.

$34,944.00 - $48,360.00 / yr.

Position Number: 2000-1482 Position Location: This is a full-time position located in Augusta. This opportunity allows partial telework with management approval.

The Maine Center for Disease Control and Prevention, Division of Disease Surveillance is looking for an Office Associate II to provide administrative assistance to the Infectious Disease Prevention Program.

This position is responsible for administrative support and basic quality assurance activities in support of the HIV Care and Tuberculosis (TB) Control programs. These programs are designed to assist people living with HIV/AIDS, active tuberculosis disease, and latent tuberculosis infection to access treatment, care, and to provide supportive service programs to improve health outcomes and reduce disease transmission.

Core Responsibilities

As a key member of the Infectious Disease Prevention team, your core responsibilities will include:

• Primary receptionist for all incoming calls to the program

• Triaging incoming faxes, emails, and managing the daily mail for the program

• Maintain and order inventory for all needed office supplies (including envelopes, printer toner etc.)

• Process invoices, client bills, and purchase orders

• Schedule meetings and reserve meeting rooms

• Serve as administrative support for TB and LTBI care program (including processing client bills and treatment referrals)

• Serve as the secretary for the Maine HIV/AIDS Advisory Board (MeHAAB), including scheduling meetings and taking and distributing meeting minutes

• Assist with mailing and data entry for annual surveys

• Serving as a backup for HIV Client Financial Assistance, including food and housing applications, and other data entry as needed

• Help maintain user accounts for the CAREWare database, including processing user applications and annual paperwork

Minimum Qualifications:(Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience).

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.

Preferred candidateswill also have:

• Excellent oral and written communication skills

• Excellent customer service skills and attention to detail

• Ability to gather, synthesize, and summarize a variety of information

• Knowledge and experience with infectious disease, specifically HIV and tuberculosis.

• Knowledge of and experience with the Ryan White HIV/AIDS Program.

• Demonstrated skill applying best practices and standards for billing and invoicing needs

• The ability to establish and maintain effective working relationships with a diverse group of internal and external partners

• Computer skills, including proficient knowledge of Microsoft Office Suite

• Knowledge of and experience with spreadsheet and database management

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Agency information:

TheDepartment of Health and Human Services (https://www.maine.gov/dhhs/) (DHHS) is dedicated to promoting health, safety, resilience, and opportunity for Maine people. The Department provides health and social services to approximately a third of the State's population, including children, families, older Mainers, and individuals with disabilities, mental illness, and substance use disorders. The Department also promotes public health, operates two state psychiatric hospitals, and provides oversight to health care providers.

The mission for the Maine Center for Disease Control and Prevention (Maine CDC), within which this position is located, is to develop and deliver services to preserve, protect, and promote the health and well-being of the citizens of Maine.

For additional information about this position, please contact Margaret Reynolds, Infectious Disease Care Program Manager, at (207) 287-5542.

*To apply, please upload a resume and cover letter with your application.

Please submit all documents or files in PDF format. To request a paper application, please contactAshley.Smith@Maine.gov (Ashley.Vigue@Maine.gov) .

Benefits of working for the State of Maine:

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays , 12 days of sick leave , and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.

• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($10,523.28-$12,380.40 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.

• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).

• Retirement Plan – The State contributes the equivalent of 13.41% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receivesix weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act .

  State employees are eligible for an extensive and highly competitive benefits package (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) .

  Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for part-time employment.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.