Office Associate II

Location: Augusta,Maine,United States

Department of Health and Human Services (DHHS)

Office Associate II in the MeCDC’s Infectious Disease Prevention Program

Opening Date: May 13, 2024

Closing Date: May 28, 2024

Job Class Code: 6542
Grade:  80-13  (Admin)
Salary: $16.80 - $23.25 / hr.
$34,944.00 - $48,360.00 / yr.

Position Number: 2000-1482

Position Location: This is a full-time position located in Augusta. This opportunity allows partial telework with management approval.

The Maine Center for Disease Control and Prevention, Division of Disease Surveillance is looking for an Office Associate II to provide administrative assistance to the Infectious Disease Prevention Program.  

This position is responsible for administrative support and basic quality assurance activities in support of the HIV Care and Tuberculosis (TB) Control programs. These programs are designed to assist people living with HIV/AIDS, active tuberculosis disease, and latent tuberculosis infection to access treatment, care, and to provide supportive service programs to improve health outcomes and reduce disease transmission.

Core Responsibilities
As a key member of the Infectious Disease Prevention team, your core responsibilities will include:
•    Primary receptionist for all incoming calls to the program
•    Triaging incoming faxes, emails, and managing the daily mail for the program
•    Maintain and order inventory for all needed office supplies (including envelopes, printer toner etc.)
•    Process invoices, client bills, and purchase orders 
•    Schedule meetings and reserve meeting rooms
•    Serve as administrative support for TB and LTBI care program (including processing client bills and treatment referrals)
•    Serve as the secretary for the Maine HIV/AIDS Advisory Board (MeHAAB), including scheduling meetings and taking and distributing meeting minutes
•    Assist with mailing and data entry for annual surveys
•    Serving as a backup for HIV Client Financial Assistance, including food and housing applications, and other data entry as needed
•    Help maintain user accounts for the CAREWare database, including processing user applications and annual paperwork

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:
•    Excellent oral and written communication skills
•    Excellent customer service skills and attention to detail
•    Ability to gather, synthesize, and summarize a variety of information
•    Knowledge and experience with infectious disease, specifically HIV and tuberculosis.  
•    Knowledge of and experience with the Ryan White HIV/AIDS Program.   
•    Demonstrated skill applying best practices and standards for billing and invoicing needs 
•    The ability to establish and maintain effective working relationships with a diverse group of internal and external partners
•    Computer skills, including proficient knowledge of Microsoft Office Suite
•    Knowledge of and experience with spreadsheet and database management 

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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 oversi