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State Office Executive Assistant

The CDS State Office in Augusta is seeking a State Level Executive Assistant, who will coordinate office activities and operations while providing clerical and administrative support to CDS Leadership. This position serves as the agency's first level of contact with client base including phone calls, client, and visitor contact. Maintain data for required site recordkeeping and assist with site correspondence and mail, all in a confidential manner.

SALARY RANGE: $44,242 - $66,248 per year

Some 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!

Supervisory Responsibilities:

· Oversees the daily workflow of the CDS State Office to ensure efficient administrative operations.

Duties/Responsibilities:

· Provides high-level administrative support and assistance to the executive team and/or other assigned leadership staff.

· Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior staff.

· Directs office activities and functions to maintain efficiency and compliance with company policies.

· Prepares agendas, takes meeting notes, makes travel arrangements, and maintains calendars for management.

· Handles phone inquiries and routes call to site personnel.

· Maintains office supplies inventory.

· Maintains records, documentation, and files, particularly more complex or sensitive files such as employee files.

· Work closely with OIT to request, troubleshoot and return equipment.

· Provide data reports as directed (monthly, in most cases) for management purposes.

· Process travel and other reimbursement claims from parents and staff; forward to State IEU for payment.

· Prepare information for file, fiscal, and GSST audits.

· Manage CDS iPads for both families and staff.

· Process referrals.

· Performs other related duties as assigned.

Required Skills/Abilities:

· Excellent verbal and written communication skills.

· Excellent organizational skills and attention to detail.

· Excellent time management skills with a proven ability to meet deadlines.

· Strong supervisory and leadership skills.

· Ability to prioritize tasks and to delegate them when appropriate.

· Ability to function well in a high-paced and at times stressful environment.

· Basic understanding of how to operate standard business equipment.

· Proficient with Microsoft Office Suite or related software.

Education and Experience:

· High school diploma or equivalent required; Associate degree in office administration or related field preferred.

· At least three years of administrative and clerical experience required.

Please send resume and completed CDS Employment Application (on CDS website) to:

Mindy Gervais, Director of Operations
CDS State IEU
146 State House Station
Augusta, ME 04330

Child Development Services serves the early intervention and special education needs of Maine's children birth to age five. We have over 350 employees, a large network of contracted providers and currently serve over 3,500 children ages 0 to 5 years.

CDS consist of 10 principal sites throughout Maine with several satellite offices

This posting is being offered by an equal opportunity employer.

Job Type: Full-time

Pay: $44,242.00 - $66,248.00 per year

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

Application Question(s):

• 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 indicate below. Documentation is required. For more information, visit: https://www.maine.gov/bhr/state-jobs/veterans-preference-in-job-applications.

Please enter 1, 2, or 3 below as appropriate.

1. Not Claiming Veterans’ Preference

2. Veteran Claiming Preference (requires DD Form 214)

3. Gold Star Spouse Claiming Preference (requires DD Form 1300)

Education:

• Associate (Preferred)

Experience:

• Administrative experience: 2 years (Preferred)
• Preschool: 1 year (Preferred)

Ability to Relocate:

• Augusta, ME 04330: Relocate before starting work (Required)

Work Location: In person