Department of Health and Human Services (DHHS)

Administrative Staff Supervisor

Opening Date: September 26, 2024 

Closing Date: October 9, 2024

Job Class Code: 6558
Grade:  15 (Admin Svcs) 

Salary: $18.27 - $26.32 per hr.

Position Number: 02021-2031

Location: Biddeford and Sanford

Core Responsibilities:

This position is responsible for the supervision of clerical staff assigned to the Office of Child & Family Service Biddeford and Sanford regional offices and ensuring administrative and support tasks are completed in a timely manner.  The position will be responsible for training new administrative employees as well monitoring, assessing and ensuring efficient work activities within the clerical unit through staff supervision.  A variety of professional and administrative skills are necessary while providing support to clerical staff, child welfare caseworkers and supervisors, and the Program Administrator.  

Duties include but are not limited to:
•    Supervision of clerical staff, including oversight of timesheets, requests for time off and managing office coverage
•    Completing yearly evaluations for clerical staff in a timely manner
•    Managing bills generated by casework staff and ensure timely processing
•    Training new clerical staff to ensure compliance with OCFS policy and practice
•    Supporting OCFS supervisory team in coordinating hiring process for casework staff
•    Ensuring clerical team is inputting legal documents into Katahdin and sending appropriate legal notices
•    Oversight of filing system, including files in archives

Minimum Qualifications:

In order 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 the principles and practices of office processes and administrative functions to perform complex secretarial support tasks, and 2) the ability to use independent judgment, initiative, and discretion to make determinations on varied matters. 

The background of well-qualified candidates will demonstrate the following competencies:

•    Prior related experience in a lead worker or supervisory capacity
•    Strong customer services skills
•    A thorough knowledge of Katahdin
•    Skilled in the use of Excel, Outlook, Microsoft Word and other office technology/equipment

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 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 Office of Child & Family Services (OCFS), within DHHS, is responsible for ensuring the safety, permanency and well-being of children and families through community networks, local resources, and life-long family connections throughout Maine. We have a vacancy in our Biddeford or Sanford office.

Application Information:

Please submit all documents or files in PDF format.

For additional information about this position, please contact Amy Cilley, CPS Assistant Program Administrator at 207-286-2466. To apply, please upload a current resume, and cover letter addressing the preferences in the Requirements Section. 

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.