Job Details

Administrative Support

You will be responsible for providing administrative support to the Assisted Housing, Personal Care Agency, and the Home and Community Support Services Programs of the Division of Licensing and Certification. You will be responsible for processing license applications, maintaining records and documentation, updating the federally mandated database, responding to inquiries from providers, and supporting division staff for all licensing surveys and complaint investigations. This position is eligible for partial remote work with supervisor approval after completion of a probationary period.

In This Role You Will:

• Be the primary administrative support for the surveyors, supervisors, and the program manager associated with the Assisted Housing, Personal Care Agency, and the 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 Assisted Housing, Personal Care Agency, and Home and Community Support Services providers with questions related to the licensing application 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.

• Work with the Office Associate II Supervisor to ensure that licensing and certification activities are covered during staff leave.

• Assist with other administrative duties as requested, including but not limited to mail processing and distribution, copying, scanning, and gathering data for licensing reports.

Minimum Qualifications:

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 Skills and Qualifications:

• Experience working in a regulatory, licensing, or government office environment.

• Strong organizational skills, and attention to detail and accuracy.

• Able to consistently follow detailed instructions, policies, and procedures in a fast-paced environment.

• Proficiency with Microsoft Word (Outlook, Word, Excel).

Benefits of working for the State of Maine:

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave. When you or immediate members of your family are ill, utilize 12 days of sick leave per year.
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums ($12,213.60 - $13,650.48 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 ($365.28 annual value).
• Retirement Plan – The State contributes the equivalent of 14.06% of the employee's pay towards 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 non-birthing and adoptive parents—receive six 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.