Office Associate - Long Term Care; LTC)

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:

Location:

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

• 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.

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 elevate them in accordance with established procedures.

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

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays and 3+ weeks of vacation leave annually. Vacation leave accrual…