Assistant to the Executive Director (Office Specialist II) - Repost

BUREAU OF HUMAN RESOURCES

OFFICE OF EMPLOYEE HEALTH AND WELLNESS

Opening Date: March 27, 2024

Closing Date: April 19, 2024

Job Class Code: 6592
Grade: 20
Salary: $21.97 - $30.38/Hourly
Position Number: 004800085

The Assistant to the Executive Director position provides advanced office and administrative work, providing support to the Executive Director and the Office of Employee Health and Wellness in the coordination, implementation, and oversight of statewide benefit administration. A successful candidate will have knowledge of State and Federal benefit regulations, strong communication skills, superior customer service skills, critical thinking skills, consistent attention to detail and be able to work in a fast-paced office. This position is an essential part of the EH&W team.

Typical Duties Include:

• Supporting the varied clerical and administrative functions such as scheduling meetings, internal and external calendar maintenance, and monitoring records for compliance.
• Reviewing and updating records to ensure appropriate policy and procedural requirements and timelines are understood and met.
• Creating and maintaining spreadsheets, charts, tables, and reports.
• Provide back up for clerking duties that support our boards.
• Provide administrative support.
• Provide back-up support for application processing.
• Assist with implementation of new programs as related to the office.
• Researching, compiling, and analyzing complex information as requested to support reporting needs.
• Maintain office policy and procedures.

Successful candidates will have:

• Ability to demonstrate professionalism though effective communication, ethical conduct, and the ability to maintain confidentiality;
• Ability to complete routine tasks while always looking for ways to improve efficiency and processes;
• High degree of organizational skills;
• An interest in continuous learning and development;
• The ability to adhere to office policies and procedures;
• A collaborative mindset: working well both with a team and independently;
• The ability to manage projects and meet deadlines while balancing multiple tasks with shifting business needs and priorities;
• An understanding of State and Federal benefits regulations;
• The ability to interact with internal and external stakeholders.
• Knowledge of Microsoft Office tools (i.e., Word, Outlook, Excel) and modern office practices.

MINIMUM QUALIFICATIONS

Training, education, or experience in administrative support work that demonstrates:

• 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and
• 2) the ability to use independent judgment, initiative, and decision making on complex administrative matters. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, Office Associate I, Office Associate II and Office Specialist I.
• Candidates must have demonstrated competency in the following areas: customer service, organization and prioritization, adaptability, problem solving, and time management.
• Preference will be given to applicants with prior experience supporting multiple stakeholders in an office environment.

BENEFITS:

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.

• 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 ($350.40 annual value).

• Retirement Plan – The State of Maine contributes 18.21% of payto 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 fathers and adoptive parents—receive four 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.
• Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

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.

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 lived experience and passion set you apart.