Department of Health and Human Services (DHHS)

Office Associate II

Opening Date:  April 25, 2025

Closing Date: May 8, 2025  

Job Class Code: 6542     

Grade:  13      

Salary: $17.69 – $25.47 per hour*

*This is inclusive of a 2.25% recruitment and retention stipend

Position Number: 02000-1783    

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

As a Vital Record’s Representative, you will play a key role by performing various administrative and clerical tasks related to the registration and administration of Maine’s vital events. Data, Research, and Vital Statistics (DRVS), within the Department of Health and Human Services, is seeking a highly skilled and self-motivated front office worker to join our team.  You should be comfortable undertaking a variety of activities in the office, including filing, answering and routing incoming calls, sorting and delivering mail, organizing and reviewing documents, basic computation, and more. You will be expected to cross train across all areas of vital records.  Reliability and a strong work ethic combined with great communication skills are a must, as well as familiarity with all necessary office equipment, software, and procedures. You may also provide support for the Pregnancy Risk Assessment Monitoring Survey (PRAMS), which is a survey used to collect health experiences of recent parents. 

Core Responsibilities:

As a key member of the DRVS team, your core responsibilities will include:
•    Facilitate the registration of records by ensuring complete and accurate data is provided by the various stakeholders, in accordance with policy and regulation. 
•    Serve as the primary back up to the front desk operations by greeting and welcoming clients and directing them appropriately.  
•    Promote a positive, professional image of the office.
•    Answer the main phone line, take messages, and redirect calls to appropriate people. 
•    Notify personnel of visitor arrival; track visitor arrivals and departures for meetings and/or conferences. 
•    Review applications for vital records, identification, and other documents presented to determine applicant eligibility in addition to collection of the required fee’s related to vital records.
•    Copy and/or scan various vital records and/or documents.
•    Sort and distribute incoming mail as well as prepare outgoing mail (envelopes, packages, etc.)
•    Update accounting spreadsheets; record all checks, credit cards and cash received for services.  
•    Organize and/or maintain files and electronic registration systems, update when necessary.
•    Compile monthly counts for vital records services and enter vital records operations totals.  
•    Develop meeting agendas, record minutes, and distribute them to stakeholders. 
•    Draft, review and proofread office documents.
•    Update and develop procedure manuals and/or instructions for municipal clerks, funeral directors, health care providers, and members of the public.  Prepare other written material as needed: office letters, memos, newsletters. 
•    Assist with genealogy requests and registration of genealogical researcher identification membership cards. 
•    Receive and respond to e-mails, faxes and verification requests. 
•    Support administrative and special projects requirements, and other duties as assigned.

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:
•    Polished professional with outgoing attitude, must be a team player.
•    Aptitude and comfort with learning new applications as required.
•    Demonstrated excellent organizational, coordinating and interpersonal skills.
•    Excellent phone and customer service skills with diverse constituents.
•    Proven job diligence, dedication and attention to detail.
•    Ability to work in a multi-tasked environment with attention to detail, follow through, and flexibility.
•    Comfort and experience interfacing with various levels of staff and management, while working in a fast-paced environment.
•    Excellent written communications skills with the ability to write a professional letter or memo, draft instructions and update office procedures. 
•    Strong working knowledge of office procedures and basic computation.
•    Ability to accurately enter or retrieve information into/from a data base. 
•    Ability to establish and maintain effective working relationships with a diverse group of internal and external partners.
•    Ability to read and interpret Maine Statutes, rules and regulations related to vital records.

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 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 health and well-being of the citizens of Maine.

Application Information:

Please submit all documents or files in PDF format.

For additional information about this position please contact Theresa Roberts, VR Supervisor, at (207) 287-3657.

To request a paper application, please contact Mandy.Hernandez@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.