Location: Augusta,Maine,United States
Department of Health and Human Services (DHHS)
Opening Date: April 30, 2024
Closing Date: May 14, 2024
Job Class Code: 6542
Grade: 13
Salary: $16.80-$23.25
Position Number: 09590-0031
Location: Augusta
Core Responsibilities:
You will be responsible for front line contact with all DEEP customers, answering all phone calls, collect, distribute read and answer mail, receive and distribute faxes, creates and maintains DEEP client case files, annotate correspondence and contacts in client case files, accesses driving records through Bureau of Motor Vehicles (BMV) and registers clients for appropriate programs, processes payments from clients, accepts money orders and cash payments from walk in clients, enters payments information into electronic system, assists with daily record filing, sends client referrals to providers, monitors education class rosters, processes Juvenile Automated Substance Abuse and NEEDS Preliminary self-assessments from class, enters class attendance information, generates correspondence to notify clients regarding DEEP status, daily notifications to BMV, closing and archiving client casefiles.
Responsibilities include but are not limited to:
• Perform call center functions including: answering in-bound calls, completing required documentation and providing customer service in a high paced environment.
• Ensure that client records accurately reflect all activities pertaining to the office including but not limited to: phone calls and incoming/outgoing documents are recorded accurately
• Communicate and convey accurate information to clients to assist them in meeting DEEP requirements.
• Type varied routine business correspondence from draft or original source documents to revised or final form.
• Operate standard technical office materials/ equipment.
• Filing and data management.
• Convert data to electronic format.
• Distinguish non-routine and technical inquiries and refer to appropriate source.
• Work with other Office Associate II positions to ensure that responsibilities are covered during staff leave.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Develop standard work procedures within established guidelines.
• Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized.
Minimum Qualifications:
To qualify for this position, you must have training, education or experience in office and administrative support work that demonstrates 1) competency in applying a sold 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.
Please submit a cover letter describing your skills as expert, skilled or novice in the following areas:
• Outlook, Excel, MS Word and comparable word processing applications;
• Access database applications
• Written and Verbal Communications, including keyboarding & telephone skills;
• Customer Service;
• Teamwork
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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 Driver Education and Evaluation Programs (DEEP) within the Office of Behavioral Health (OBH) is responsible for developing a comprehensive plan for combating alcohol and drug abuse. It administers service through contracts with community service providers. It establishes statewide standards for substance use prevention and treatment. OBH regularly assesses the extent of substance use through a variety of data collection methods, including required reporting from all providers and regular surveys of a variety of populations.
Application Information:
Please submit all documents or files in PDF format.
To apply, please upload a current resume and cover letter rating your skills in the Requirements Section. For questions about this position, please contact Jennifer Holcomb at Jennifer.Holcomb@maine.gov.
To request a paper application, please contact Ashley.Smith@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—receive six 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, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.
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.
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