Executive Assistant Position Available In Kennebec, Maine

Executive Assistant Child Development Services Augusta, ME 04330 • Hybrid work We are seeking a dynamic administrative professional to assist the Child Development Services State Director with various research projects, travel arrangements, report preparation, and other clerical tasks. This is a 40 hour per week, calendar year position, housed at the Department of Education offices in Augusta. The successful candidate will be able to work remotely, with at least two days per week in the office.

PAY RANGE

$22.12 – $33.12 per hour Benefits of CDS employment: Maine State Employee Medical coverage Dental and Vision Insurance Life and Disability Insurance 403(b) Retirement Savings Plan $250 per year Professional Development Stipend Maine State Employee Living Resources Program (Employee Assistance) Qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Work/Life Balance Paid Vacation Paid Sick Time Paid Holidays Great coworkers, and the satisfaction of helping kiddos who really need you!

SUMMARY DESCRIPTION

The Executive Assistant will provide administrative support to the CDS State Director, ensuring smooth operations and effective communication of decisions.

REPRESENTATIVE TASKS

include, but are not limited to: Provide assistance to the CDS State Director with written correspondence, preparing materials, graphics, etc. for presentations, technical assistance to regional sites related to fiscal monitoring and program review Administer and oversee the CDS State Director’s schedule Conduct research and prepare documents on sensitive issues such as personnel and team organization Assist the CDS State Director in tasks required as part of the legislative process and operations Manage videoconferencing platforms for webinars and meetings Independently compose, review, and edit intricate correspondence, forms, graphics, charts, and publications related to CDS Transmits orders and decisions to appropriate persons with explanations as necessary, and follow up for compliance, completeness, and timeliness Answer phones and route calls to State Office personnel Coordinate with regional sites incoming referrals for service, and provider information requests about students Create spreadsheets and perform data management Establish computerized and/or manual filing systems Open and distribute mail Operate modern standard office equipment Proofread and/or edit complex and technical records, letters, memos, reports, contracts, and/or documents Query for data via telephone, computer and/or written/oral communication Receive and greet visitors and determine customer needs Research policies and assist in the crafting of new internal policies Research reference materials Serve on committees and/or coordinate meetings Take and/or transcribe notes, dictation, transcripts, and/or tapes into written minutes and/or reports Type agendas, maintain calendars and schedules, and arrange business appointments, travel, itineraries, events, and meetings Write regular and/or periodic reports

MINIMUM QUALIFICATIONS

Associates degree or high school diploma and equivalent work experience 5 years experience as an Administrative Assistant 2-3 years working with Excel, Power Point, and other Microsoft products Attention to Detail and Team Player Effective Communication skills

REQUIRED KNOWLEDGE, ABILITIES AND SKILLS

Ability to access information from the internet Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements Ability to communicate effectively Ability to create and use varied correspondence formats and compose standard business correspondence Ability to create spreadsheets, perform data management, and develop and use computerized formats and/or graphics Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures Ability to effectively resolve problems Ability to exercise good judgment in appraising situations and making decisions/recommendations Ability to gather and compile information Ability to operate modern standard office equipment Ability to prepare standard reports Ability to proofread and/or edit complex and technical documents Ability to review reference sources and select and synthesize data for reports and correspondence Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology Ability to use alphabetical, numerical, chronological, and secondary filing systems Ability to use computerized and/or manual filing systems Ability to work with timelines and schedules Ability to write clearly and effectively Knowledge of applicable laws, rules, regulations, policies, procedures, paperwork, terminology, and core operations Knowledge of modern office methods and procedures Knowledge of query and research techniques Knowledge of spelling, punctuation, grammar, and business English Strong interpersonal skills Please send resume and completed CDS Employment Application (on CDS website) to Mindy Gervais, HR Director CDS State IEU 146 State House Station Augusta, ME 04333

Veterans’ Preference:

Maine law provides a preference to qualified veterans and gold star spouses by ensuring they are offered an interview. If you are a veteran or a gold star spouse and wish to take advantage of this preference, please complete our employment application. Documentation is required. For more information, visit: https://www.maine.gov/bhr/state-jobs/veterans-preference-in-job-applications. Child Development Services serves the early intervention and special education needs of Maine`s children birth to age five. We have over 400 employees, a large network of contracted providers and currently serve over 3,500 children ages 0 to 5 years. CDS consists of 10 principal sites throughout Maine with several satellite offices. CDS is an equal opportunity employer.

Job Type:

Full-time Pay:

$22.12 – $33.12 per hour Expected hours: 40 per week

Benefits:

401(k) 401(k) matching Dental insurance Employee assistance program Flexible spending account Health insurance Life insurance Paid time off Parental leave Professional development assistance Vision insurance

Schedule:

Day shift Monday to

Friday Work Location:

Hybrid remote in Augusta, ME 04330