Office Associate I Long Term Care (LTC)

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Department of Health and Human Services (DHHS)

Office Associate I

Opening Date: September 18 2026

Closing Date: October 1 2026

Job Class Code: 6540

Grade:11 (80)

Salary: $17.47 - $24.11 per hour*

*This is inclusive of a 2.50% recruitment and retention stipend

Position Number: 02022-7292

Location: Machias

Currently this position is not eligible for visa sponsorship or STEM OPT extensions.

Core Responsibilities:

As an Office Associate I for Long Term Care you will perform complex office support work requiring a solid knowledge of office practices and equipment and the ability to perform divergent clerical functions. This position uses independent judgment when handling exceptions to established assignments priorities and schedules and provides specialized administrative support related to MaineCare Long Term Care applications client records supporting documentation and established program processes.

Duties include:

Process Long Term Care applications correspondence and supporting documentation in accordance with established procedures.

Create maintain and update electronic client records including entering and correcting information in computer systems and electronic filing cabinets.

Review documents and information for completeness and accuracy; identify missing duplicate or incorrect information and route items for appropriate action.

Maintain organized and accurate electronic and paper records while protecting the confidentiality of client information.

Answer phones assist with reception greet and direct clients and provide general information or direct questions to the appropriate staff member.

Receive and route Long Term Care applications documents correspondence and other work to the appropriate Eligibility Specialist based on established procedures.

Communicate with clients facilities family members attorneys authorized representatives and other parties regarding routine administrative questions and documentation.

Provide administrative support and guidance to coworkers regarding established Long Term Care office procedures workflows and systems.

Minimum Qualifications:

To qualify you must have 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 office support tasks that are similar in nature and

2) the ability to use independent judgment in handling exceptions to established work assignments priorities and schedules.

All positions in this classification assume the qualifications of: Office Assistant I and Office Assistant II.

The successful candidate will possess:

The ability to review and maintain the accuracy completeness and integrity of electronic records and data.

The ability to communicate effectively with members of the public healthcare facilities attorneys authorized representatives coworkers and other stakeholders while maintaining confidentiality and appropriate professional boundaries.

The ability to learn and apply program-specific procedures electronic systems workflows and documentation requirements.

The ability to recognize discrepancies unusual circumstances or system issues and appropriately resolve or escalate them in accordance with established procedures.

Please submit a cover letter rating your skills in each of the following tasks/tools as: expert skilled or novice.

Outlook or comparable email applications

Excel or comparable spreadsheet applications

MS Word or comparable word processing applications

Receptionist and customer assistance by phone

Data entry (entering data and narratives)

Keyboarding (words per minute)

Thinking about applying

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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 States 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 Office for Family Independence (OFI) is responsible for administration of a number of programs and services including MaineCare Temporary Assistance for Needy Families (TANF) Supplemental Nutrition Assistance Program Child Support and Disability Determinations.

Application Information:

For additional information about this position please contact Marcus Hatch at

To apply please upload a recent resume and a cover letter rating your skills in each of the six (6) areas in the Minimum Qualifications Section.

Please submit all documents or files in a PDF or Word format.

To request a paper application please contact

Benefits of working for the State of Maine:

No matter where you work across Maine state government you find employees who embody our state mottoDirigo or I leadas they provide essential services to Mainers every day. We believe in supporting our workforces health and wellbeing with a valuable total compensation package including:

• Work-Life Fit Rest is essential. Take time for yourself using 13 paid holidays and 3 weeks of vacation leave annually. Vacation leave accrual increases with years of service and overtime-exempt employees receive personal leave. When you or immediate members of your family are ill utilize 12 days of sick leave per year.
• Health Insurance Coverage The State of Maine pays85%-95% of employee-only premiums ($12213.60 - $13650.48 annual value) depending on salary. Use this chart to find thepremium costsfor 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 aboutprogram requirements.
• Dental Insurance The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
• Retirement Plan The State contributes the equivalent of 14.06% of the employees pay towards 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 leaveis one of the most important benefits for any working parent. All employees who are welcoming a childincluding non-birthing and adoptive parentsreceivesix weeks of fully paid parental leave. Additional unpaid leave may also be available under theFamily and Medical Leave Act.
• Voluntary Deferred Compensation Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.

State employees are eligible for anextensive 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 foranything less than full-time.

Theres a job and then theres 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 youre looking for a great next step and want to feel good about what you do wed love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

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If you are unable to complete the online application please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.