Job administrative assistant in Augusta, ME at State of Maine

Job Details

Company Logo Logo
Company State of Maine
Company Website Hiring Organization
Company Address Augusta, ME
Industry State & Regional Agencies
Sector Government & Public Administration
Salary 21.92980769230769 - 15.85 USD per HOURLY
Job Location Augusta, ME

Job Description

Department of Health and Human Services (DHHS)

Office Associate II
Opening Date: June 30, 2023

Closing Date: July 17,2023

Job Class Code: 6542
Grade: 80-13 (Admin)
Salary: $15.85 - $21.93 / HR.
Position Number: 02000-1783

Position Location: This is a full-time position located in Augusta, Maine. The first 3-6 months will be full-time in the office and after successfully passing the initial probationary period this opportunity allows partial telework with management approval.


Do you want to help make a difference in maternal and infant health in Maine? Are you interested in public health or data? The Maine Center for Disease Control and Prevention’s (CDC) Data, Research, and Vital Statistics (DRVS) office is looking for an Office Associate II to provide support for the Pregnancy Risk Assessment Monitoring System (PRAMS). PRAMS is a population health surveillance system that surveys people who recently gave birth and collects data on health experiences around the time of pregnancy. The data is used to support Maine CDC and DHHS programs, public health strategies and initiatives across the state, and emerging public health concerns. For more information, visit: https://www.maine.gov/dhhs/prams


This position handles the day-to-day operations of PRAMS. Core Responsibilities include:

  • Handling all the mail data collection activities associated with the survey (mail merge, stuffing envelopes) and ensuring the data collection activity timeframes are adhered to
  • On a case-by-case basis, assisting the PRAMS contracted vendor (Kent State University) with phone data collection activities
  • Entering data for the returned mailed surveys
  • Tracking operational activities, outcomes, and response rates
  • Completing all training requirements for Human Subjects Training
  • Managing and updating all participant information in the electronic data collection system (PIDS)
  • Mailing thank you gifts to participants who complete the survey
  • Working collaboratively with the Program Coordinator to ensure program success

External candidates are offered Step 1, which is $32,968 annually.


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 candidates will also have:


  • Skills communicating in sensitive situations
  • Attention to detail in data entry
  • Intermediate skills with Excel
  • Interest in maternal and infant health, public health, population health, and/or the use and application of data

Agency information:

The Department of Health and Human Services (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 Emily Gerety, PRAMS Coordinator, at (207) 287-5469.


  • To apply, please upload a resume and cover letter with your application.
  • In your cover letter, you must provide the following information:
1) Explain what prior education and/or experience you have had doing the elements under “Core Responsibilities,” above; and
2) Explain which, if any, of the attributes you have under “Preferred candidates will have” section, above.

Please submit all documents or files in a PDF or Word format.

To request a paper application, please contact Ashley.Smith@Maine.gov .

Benefits

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 Balance – 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 ($10,150.80-$11,942.16 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.
  • Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.
  • Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).
  • Retirement Plan – The State of Maine contributes 13.16% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
  • Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
  • Health and Dependent Care Flexible Spending Accounts – Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
  • Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.
  • Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
  • 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—receive four weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
  • Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.
  • Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

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.


Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.

Job Location

Augusta, ME

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