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Department of Health and Human Services (DHHS)Office Associate II
Opening Date: October 9, 2026
Closing Date: October 23, 2026
Job Class Code: 6542
Grade: 13 (Administrative Services)
Salary: $18.53 - $26.03 per hour*
*This is inclusive of a 2.5% recruitment and retention stipend
Position Number: 02031-1441
Location: Augusta
*This position allows for up to 2-3 days per week of teleworking with management approval.
Currently, this position is not eligible for visa sponsorship or STEM OPT extensions. Core Responsibilities:Maine CDC Public Health Nursing Division (PHN) provides home visiting services to families with diverse needs including perinatal individuals, infants, individuals with tuberculosis, older adults, and individuals, schools, and communities needing immunizations.
The role of the Office Associate II within the Maine CDC Public Health Nursing Division (PHN) is to provide office and administrative support to the Division. This position requires working knowledge of contemporary office practices and etiquette as well as office equipment and software to perform a wide range of clerical duties.
In this position, you will work closely with the Cradle ME Referral System and the PHN team to assure that the needs of families in Maine referred to PHN are addressed in a timely manner. Your responsibilities require the ability to prioritize emerging Division needs, make independent decisions, have intimate knowledge of internal processes and standing procedures, and strong written and oral communication skills.
You will also:
- Create medical charts for new referrals
- Order office and clinical supplies for field nurses
- Answer and direct phone calls
- Manage invoices, packing slips, and statements from vendors including vaccine shipments
- Prepare prenatal, postpartum, and older adult admission packets
- Support the management of vaccine storage and handling requirements
- Complete occasional data entry in a timely manner
- Receive PHN communications including mail, fax, and phone calls
- Support recruitment efforts through outreach to candidates and scheduling of interviews
- Support PHN community events
- Complete all required education
- Perform routine duties such as schedule meetings, reserve meeting space, and review documents to respond to requests.
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 candidates will also have:
- Knowledge and experience with referral systems
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, Teams, etc.
- Knowledge and experience working within electronic health records
- Knowledge and experience in medical billing
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 experience and passion set you apart.
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 heal