Administrative Support Specialist

This job was posted by https://joblink.maine.gov : For more information, please see: https://joblink.maine.gov/jobs/1371446 Our client at the State of Maine's Department of Health and Human Services within The Licensing & Certification Unit is seeking a highly organized and detail-orientedAdministrative Support Specialistto provide critical administrative and clerical support for licensing operations. This role is responsible for processing applications, maintaining records, supporting providers throughout the licensing process, and ensuring licensing activities are completed accurately and efficiently. The ideal candidate will possess strong organizational skills, excellent customer service abilities, and experience managing multiple priorities in a fast-paced environment. This position offers a hybrid work arrangement with remote flexibility based on business needs. ------------------------------------------------------------------------ ## Key Responsibilities ### Licensing & Administrative Support - Process licensing applications, forms, and supporting documentation. - Perform accurate data entry, scanning, indexing, filing, photocopying, and records management activities. - Generate, prepare, and distribute correspondence in a timely and professional manner. - Maintain organized electronic and physical records in accordance with established procedures. - Monitor workflows and track application status to ensure timely processing. ### Customer Service & Provider Support - Respond to phone calls, emails, and inquiries regarding licensing requirements and application procedures. - Provide technical assistance and guidance to providers navigating the licensing process. - Communicate effectively with internal teams, external stakeholders, and licensing applicants. ### Operations Support - Process incoming mail, faxes, and other documentation efficiently and accurately. - Assist with report generation and data management using state software systems. - Provide administrative support to Division Operations as needed. - Support team operations during staff absences and periods of increased workload.