Executive Assistant

Location: Augusta,Maine,United States

Department of Health and Human Services (DHHS)

Secretary Specialist

Opening Date: May 29, 2024

Closing Date: June 14, 2024

Job Class Code: 6586
Grade:  20 (Confidential) 
Salary: $21.97 / $30.38 hr 

Position Number: 02000-0331 

Location: Augusta, OFI Central Office

This is a full-time position located in Augusta and offers up to three days per week of telework after initial training with management approval. 

As Executive Assistant at the Office for Family Independence, you will support the Director and Senior Management Team across a broad range of administrative responsibilities to help us meet our mission. You will keep the team organized, provide excellent service to the employee and public that we serve, manage several key business functions, and ensure teams across the state have access to the resources and tools that they need to be successful. You will also develop, recommend, and implement systems, procedures, and organizational changes to ensure unity of effort, process transparency, and overall efficiency of administrative functions across the Office.

While no two days are the same, on a typical day you will: 

• Attend leadership meetings including distributing materials in advance of the meeting, taking notes, and managing follow-up items between meetings 
• Timely and accurately process invoices and payment card transactions 
• Manage office supply inventory/equipment and procurement for office supplies 
• Complete travel arrangements for staff and manage travel applications that require the Director’s approval 
• Track performance evaluations for the Senior Management Team and their direct reports 
• Manage assignment of Freedom of Access Act (FOAA) requests including ensuring timely responses are made and requesting clarifying information when needed 
• Manage OFI’s official records in coordination with the Maine State Archives 

• Provide scheduling and logistical support to the Director and members of the Senior Management Team 
• Update distribution lists, phone charts, and seating charts to ensure that staff across OFI receive key messages from leadership 
• Manage OFI’s tuition reimbursement program including providing information about this program to staff and processing requests 
• Respond independently to questions and inquiries from public and private sources concerning high-level and/or sensitive issues and activities 
• Independently compose, review, edit, and/or approve correspondence 

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED: (These are required to successfully perform the work assigned.)   

• Knowledge of the principles of organization. 
• Ability to compose, review, and edit complex and/or technical business correspondence. 
• Ability to effectively present information to individuals/groups. 
• Ability to analyze solutions, reach logical conclusions, and make sound recommendations. 
• Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies. 
• Ability to understand and promote management goals as they affect day-to-day and long term operations. 
• Ability to effectively plan and adjust work operations to meet planned and unexpected change. 
• Ability to effectively represent the organization at internal and external meetings. 
• Ability to administer and/or oversee scheduling systems. 

Minimum Qualifications:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of the principles and practices of office processes and administrative functions to perform advanced secretarial tasks in assisting management with statewide programs and policies, and 2) the ability to use independent judgment, initiative, and decision-making on complex administrative matters. 

The background of well-qualified candidates will demonstrate the following competencies (please use cover letter to speak about each of these): 

• Previous experience providing administrative support to a senior management team of a large organization 
• Previous experience (including lived experience) in the public benefit programs that OFI manages 
• Excellent communication and interpersonal skills, including the ability to explain complex ideas and policies in a way that generates shared understanding