Administrative/Office Support

Description
Position Qualifications

1.Support accounting tasks for the HETL to include all processing of invoices of expenditures.
2.Daily processing and/or reconciling of accounts payable generated by vendor internal purchase orders, packing slips and invoices.
a. Checks review for completeness.
b. Match PO with packing slip and invoice.
c. Create finance doc for the DHHS Financial Service Center.
3. Assist in the procurement process.
4. Process HETL weekly orders as lead and/or back up. Involves direct communication with HETL vendors and laboratorians.
5. Create and verify PO, DO, BPO and RSQ REF DOC’s in the State of Maine accounting platform Advantage ensuring REF DOC created corresponds with source documents provided by the vendor.
6. Develop a proprietary knowledge of Advantage, MainePays, Data Warehouse, SQL and other SoM platforms.
7. Update the data warehouse pivot tables to determine status of various submissions of invoices; use information from the pivot tables to communicate status updates to laboratorians.
8. Process and record status of pending invoice payments
a. Retrieve file copy/copies of invoices for vendor payments.
b. Create REF DOC for the DHHS Financial Service Center.
9. Locate records from electronic and manual record systems.
10. Perform data entry, faxing, scanning, filing, photocopying, and mailing.
11. Create spreadsheets and perform data management.
a. Organize, record, and maintain computerized and/or manual files.
b. Scan records to vendor folders, maintaining invoice tracker.
12. Operate technical office materials and/or equipment (examples are digital scanner, printing and binding equipment, photocopier, facsimile, postal machine, etc.) according to department procedures.
13. Query for data via telephone, computer, and/or written and/or oral communication.
14. Explain, inform and/or initiate calls on routine matters.
15. Collaborate with the DHHS Financial Service Center to resolve issues.
16. Participate in creation and maintenance of Standard Operating Procedures (SOP).
17. Collaborate in process improvements.
18. Reconciliation of vendor accounts in State of Maine accounting platforms.
19. Create and/or update vendors’ accounts in State of Maine accounting platform.
20. Perform back up to other accounts payable agents within the finance team.
21. Actively participate in training.
22. Other duties as assigned by the department.

Contact Name
Tony

Comments
Please submit cover letter along with an updated resume.

Description
Temporary – Full Time / 40 hours / Mon- Friday / assignment ends June 30, 2023
$24.96 hrly

This position will be working with managers to respond to requests for hearings on various licensing actions and enforcements.

Responsibilities and Requirements:
Coordinate and schedule
Drafts, reviews, providing records and copies of rules for hearings
Prepares for hearings and appeals
Conducts required Informal Dispute Resolution sessions with providers
Provides a written record and summary of the meeting
Assists with the CNA registry process
Must have excellent communication skills (written, verbal and listening)
Must be detailed oriented with excellent independent judgment

Requirements
Preference given to candidate with experience preparing documents for administrative hearings
Experience with/in how administrative hearings are conducted
Preference given to candidate with paralegal degree or certification and/or legal secretary experience

Comments
Please submit resume and three references along with cover letter letting us know why you would be the best candidate.

Description
If you are looking for a temporary assignment working with a group of coworkers and supervisor that are supportive and focused on you succeeding with your onboarding and training, then you should apply for this Office Associate position. This position is within State Government and will be a perfect opportunity to learn about possible permanent positions when the assignment ends.

Dress-code is professional casual and COVID policy will be reviewed upon hire.

As a temp employee, your tasks will be:

*Creates and maintains electronic reports and filing systems
*Reports- audits for accurate information for report requirements
*Notifies supervisor when violations of statutory language
*Communicates information, explain process and requires
*Problem solving
*Data management on various computer programs
*Process daily mail
*Support coworkers in other areas of the Division

Requirements
Requires:
-Computer skills -excel, Microsoft word, outlook
-Positive and collaborative attitude
-Dedicated to completing a task and detail minded
-Open to learning
-Strong work ethic
-Communication skills - written, verbal and listening

Comments
Hiring process:
Send a current resume
Online skills assessment for excel and word


EEO Employer