Department of Health and Human Services (DHHS)

Secretary Medical

Opening Date: February 27, 2023

Closing Date: March 13, 2023

Job Class Code: 6554
Grade: 13 (Admin)
Salary: $15.85 - $21.93 / hr.

Position Number: 02000-2558

Position Location: This is a full-time position located in Augusta.

The Maine CDC Maternal and Child Health (MCH) program is looking for Medical Secretary to provide administrative support to the MCH program. This Program provides services and programming to improve the health of families in Maine through various public health efforts.

As a Medical Secretary, you will provide daily support to the Newborn Screening program, Maine Newborn Hearing program and the Maine Behavioral Health Partnership Program and other MCH programs. To be successful in this position, you must possess strong organization skills, attention to detail and the ability to meet deadlines. You will be required to make independent decisions on the appropriate processes to follow, information process and actions to take in accordance with standard practices.

Core Responsibilities

As a key member of the Maternal Child Health team, your core responsibilities will include:

• Process daily orders for bloodspot filter papers to be mailed to birthing hospitals throughout Maine.
• Process all invoices and payments associated with the Program.
• Coordinate and schedule meetings.
• Assist Newborn Screening staff with reporting and quality improvement activities.
• Respond to the public and healthcare providers for routine inquiries relating to women’s, perinatal and children’s health, including fielding calls from families regarding their children’s complex medical needs.
• Process supply requests, and fill orders of the department’s pamphlets, brochures and other educational materials.

MINIMUM REQUIREMENTS:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a general knowledge of the principles and practices of office processes and administrative functions to perform routine secretarial support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process and actions to take in accordance with standard procedures. Plus: Competency in applying a general knowledge of medical terminology, billing practices, and laboratory procedures to perform routine secretarial tasks.

Preferred candidates will also have:

• Excellent oral and written communication skills.
• Knowledge and experience with electronic medical records.
• Knowledge and experience with medical billing practices.
• Knowledge of and experience with database skills, creating spreadsheets and performing data management.
• The ability to determine need and requisition of inventory/supplies.
• The ability to process and track invoice payments using Advantage.
• Computer skills, including knowledge of Microsoft Office Products.
• Ability to prioritize assigned tasks to meet deadlines.
• Ability to process incoming and outgoing mail.

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 mission for the Maine Center for Disease Control and Prevention (Maine CDC), within which this position is located, is to develop and deliver services to preserve, protect, and promote the health and well-being of the citizens of Maine.

For additional information about this position please contact Maryann Harakall, MCH Program Director, at (207) 557-2470.

• To apply, please upload a resume and cover letter with your application.

• In your cover letter, you must provide the following information:

1) explain what prior education and/or experience you have had doing the elements under “Job Description,” above; and

2) explain which, if any, of the attributes under “Preferred candidates will have” section, above.

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

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.