Office Manager

Department of Health and Human Services (DHHS)

Office Specialist I Manager Supervisor

Opening Date: June 9, 2023

Closing Date: June 23, 2023

Job Class Code: 6549
Grade: 19 (Administrative Services)
Salary: $18.53/hr - $25.66/hr

Position Number: 02022-1211

Location: Machias

This is only open to those with promotional status in the Department of Health and Human Services

Core Responsibilities:

The Office Manager position is responsible for the onsite facilities management and oversight of operations for two medium-sized district offices. Work includes, but is not limited to:

• overseeing routine building maintenance needs and initiating action to report and/or resolve facility issues;
• coordinating, scheduling, directing and escorting repair services and trades within the buildings;
• conducting and recording fire drills, security alarm and access system checks;
• maintaining and issuing/ending building access;
• performing and/or coordinating on-site ergonomic assessments, and recommending; improvements to workspaces, equipment and ergonomics;
• troubleshooting basic computer hardware and software problems;
• interviewing, hiring, training and supervising reception and float personnel.

Minimum Qualifications:

To qualify, you must have competency in applying a proficient knowledge of office operational processes to perform advanced work in coordinating and performing multiple distinct office support functions for a large office or multiple smaller units.

SUPPLEMENTAL QUESTIONS: In addition to the application form, please address each of the following supplemental questions to be scored properly:

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 Division of Facilities Management is a statewide unit within DHHS that coordinates facilities and operations, performs diverse administrative functions and provides clerical support services to the Department. This recruitment is being conducted for a current vacancy based in Machias. This position also provides oversight for the Ellsworth office, so travel will be required.

Application Information:

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

For additional information about this position please contact Scott Cates, Business Manager, at (207) 561-4101. To apply, please upload a cover letter addressing the supplemental questions, a resume, and copies of post-secondary transcripts (if necessary) on or before the recruitment closing date.

To request a paper application, please contact Ashley.Smith@Maine.gov .

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 Balance – 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 ($10,150.80-$11,942.16 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 13.16% of pay to 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.