Department of Health and Human Services (DHHS)

Secretary Specialist Supervisor

Opening Date: December 27, 2024

Closing Date: January 10, 2025

Job Class Code: 6587
Grade: 22 (Confidential) 
Salary: $49,233.60- $70,824.00 per year

Position Number: 02023-1881

Location: Augusta

-Anticipated Vacancy-

Core Responsibilities:

In this position you will provide administrative support duties requiring knowledge of office process, business practices, and clerical functions requiring attention to administrative and business details, liaison work, and public relations. This work includes supporting Senior Management level staff with advanced administrative support responsibilities that require in-depth knowledge of accompanying processes and procedures. You will assist with the development of detailed and potentially highly visible reports as well, preparing and disseminating organization-wide policies and program information, as well as help support internal communications, including but not limited to reviewing and updating intranet content and cellular related issues. This position may be responsible for providing guidance to or supervision of other administrative staff within the Division.

You will also:
•    Provide support to both Director and COO as needed.
•    Monitor and adjust primary skill assignments as necessary.
•    Communicate verbally and in writing with the public, co-workers, and other agencies.
•    Compile and distribute program data and reports related to organizational needs.
•    Review and monitor accounts payable process to assure the Division is timely in payment using the State Procurement Card.
•    Represent the Division in DHHS wide meetings as directed.
•    Set staff expectations and measure staff performance using established metrics.
•    Develop staff through use of appropriate progress plans.
•    Analyze personnel, operational, and organizational issues, and problems; and develop timely and economical solutions.
•    Advise superiors regarding the work/operations and act as “troubleshooter.”
•    Other duties may be assigned.

Minimum Qualifications:

To qualify your background must include a combination 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. Preference will be given to candidates with at least 5 years of high-level administrative experience.

The background of well-qualified candidates will demonstrate expertise in the following areas:

1.    Understanding of records management processes and best practices.
2.    Proficiency in the use of Microsoft Office programs, specifically including Outlook, Word, and Excel, and in the use of FootPrints (or other service desk automation software applications).
3.    Ability to work in a team environment as well as the ability to work independently.

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.

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 of the Division of Licensing and Certification (“DLC”) is to ensure Maine’s citizens receive quality and effective health care and social services by developing and applying regulatory standards that help people have safe and appropriate outcomes.

Application Information:

For questions about either of these positions, please contact Joseph Zamboni via email at Joseph.Zamboni@Maine.gov  

Please submit all documents or files in PDF format.  

*To apply, please upload a resume and cover letter with your application.  

In your cover letter, you must provide the following information: 
1) explain what experience, if any, you have had doing the elements under “Job Description,” above; and 
2) explain what you have, if any, of the attributes listed above under “well-qualified candidates will demonstrate”.

** Applications submitted with cover letters that do not address the information required above may not be considered for this vacancy.

To request a paper application, please contact Mandy.L.Harman@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%-95% of employee-only premiums ($11,196.96 - $12,514.32 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 ($387.92 annual value).
• Retirement Plan – The State contributes the equivalent of 13.29% 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 anything less than full-time.

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.