Office Manager

Department of Health and Human Services (DHHS)

Office Specialist I Manager Supervisor

Opening Date: September 10, 2024    

Closing Date:  September 23. 2024    

Job Class Code: 6549
Grade:  19 (Admin Services)  
Salary: $20.23/hr - $29.14 per hour

Position Number: 02022-2661

Location: Lewiston

Core Responsibilities:

The Office Manager position is responsible for the onsite facilities management and oversight of operations for the Lewiston District Office.  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 building; 
•    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; 
•    maintaining and managing supply inventory;
•    delivering supplies to the various programs within the building;
•    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.

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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 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 Lewiston. 

Application Information:

For additional information about this position please contact Kristen Phelps, Business Manager, at (207) 795-4434 or via email at Kristen.phelps@maine.gov .

SUPPLEMENTAL QUESTIONS:  In addition to the application form, please address the following supplemental questions in your cover letter.

1.    The Office Specialist I Manager Supervisor identifies the routine maintenance needs of buildings and initiates actions to resolve those problems. Briefly summarize those aspects of your background that have provided you with the technical knowledge necessary to evaluate these needs to take appropriate actions and the experience you have in resolving these matters. 
2.    The Office Specialist I Manager Supervisor must look at the building operations as a whole to coordinate and integrate certain work objectives. Describe your approach to creating an environment that fosters this collaboration.
3.    The Office Specialist I Manager Supervisor is responsible for supervising subordinate personnel. Describe your experience with managing others.

Please submit all documents or files in  PDF format.

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