Administrative Associate

  Our client is looking for Administrative Specialists to provide high‑level administrative, technical, and customer support to programs serving Maine residents, families, providers, and community partners. These roles ensures efficient daily operations by managing data, supporting eligibility and case processes, coordinating communications, and assisting with program workflows in a fast‑paced, service‑oriented environment. The ideal candidate is organized, detail‑focused, adaptable, and comfortable applying policies and procedures while interacting with diverse stakeholders. Key Responsibilities Customer & Stakeholder Support Serve as a front‑line resource for clients, families, providers, and partners via phone, email, mail, and in‑person interactions. Respond to inquiries, provide program information, and offer basic technical assistance (e.g., portal navigation, login support). Educate clients on program requirements, benefits, and processes as appropriate. Support issue resolution related to eligibility, services, claims, or access barriers. Administrative Operations Process applications, service requests, and documentation with accuracy and timeliness. Maintain organized records, files, and documentation systems. Prepare, edit, and manage professional correspondence, reports, and official notices. Coordinate meetings, travel, scheduling, and logistics for staff and clients. Support compliance with State and Federal regulations, documentation standards, and confidentiality requirements. Data & Eligibility Support Review, validate, and update data across multiple systems. Apply policies, rules, and procedures to determine eligibility or support case evaluations. Research program, claims, or service information to support decision‑making. Identify errors, inconsistencies, or barriers and take corrective action within established guidelines. Technical & Program Support Assist users with system navigation, forms, and basic troubleshooting. Develop or maintain templates, forms, charts, tables, and internal communications. Capture detailed meeting minutes and support team coordination. Contribute to workflow improvements, process updates, and special projects. Team Collaboration & Leadership Support Participate in team meetings, case discussions, and supervision sessions. Provide training, orientation, or work direction to team members as assigned. Collaborate with internal and external partners to support coordinated service delivery. Core Competencies Customer Service & Communication Clear, professional communication with diverse individuals; ability to explain complex information. Critical Thinking & Problem Solving Ability to evaluate information, troubleshoot issues, and make sound decisions. Technical Proficiency & Adaptability Comfort using multiple systems, learning new tools, and adapting to policy or process changes. Organization & Time Management Ability to manage multiple tasks, prioritize effectively, and meet deadlines.   Required Knowledge, Skills & Abilities Experience in administrative, office support, or customer service roles. Strong data entry accuracy and attention to detail. Proficiency with Microsoft Office (Word, Excel, Outlook) and ability to learn proprietary systems. Ability to gather, evaluate, and document information clearly and accurately. Strong written communication skills, including drafting and editing professional correspondence. Ability to interpret and apply policies, procedures, and regulations. Ability to work independently and collaboratively in a fast‑paced environment. Commitment to confidentiality and professionalism. Ability to interact effectively with individuals from diverse backgrounds.   Preferred Attributes Experience in government, healthcare, human services, or eligibility‑based programs. Familiarity with medical, insurance, or public assistance terminology. Experience with collaboration tools (e.g., SharePoint, Microsoft Forms, Power Automate). Strong analytical skills and ability to make informed recommendations. Demonstrated ability to manage multiple priorities simultaneously.