Job Description

Full job description

Department of Health and Human Services (DHHS)

Medical Secretary

Opening Date: November 7, 2024

Closing Date: November 21, 2024

Job Class Code: 6554

Grade: 13 (Admin)

Salary: $35,984.00 - $51,812.80 per year

Position Number: 02000-2262

Location : Augusta

This is a full-time position located in Augusta. This opportunity allows partial telework with management approval.

The Maine CDC Breast and Cervical Health Program (MBCHP) coordinates the delivery of breast and cervical cancer screening and follow-up diagnostic services to underserved women statewide. MBCHP is a small but mighty team of six who together form a culture where every team member’s input is not only invited but a valued element that helps our program shine. We are looking for an impact-maker who wants the work they do every day to directly impact the health outcomes of Mainers.

As the MBCHP Medical Secretary, clear, thoughtful communication skills are vital as you will assist clients with program questions and enrollment, coordinate with medical providers and billing departments, and collaborate with other State of Maine agencies and community partners. You will often be speaking with clients while they are trying to navigate stressful health challenges and in need of compassion, patience, and sensitivity to the subject matter of cancer and female anatomy. You will be making independent decisions on the appropriate processes to follow and actions to take in accordance with standard practices.

Core Responsibilities:

As a key member of the MBCHP team, your core responsibilities will include:

• Perform all aspects of the program’s initial, re-enrollment, and disenrollment processes.
• Perform data entry of all cancer screening services and results received for enrolled clients.
• Forward abnormal screening results for follow-up by the program’s patient navigator.
• Coordinate monthly re-screening reminders and re-enrollment applications to clients and healthcare providers.
• Create and maintain confidential client files with enrollment applications and cancer screening reports.
• Monitor and direct the MBCHP program communication systems.
• Monitor and procure program/office supplies.
• Assist with program invoicing and financial monitoring.
• File paper client enrollment forms and paper clinical data in the established program filing system.
• Provide support to the Program Manager on special projects and activities to meet federal grant requirements.
• Assist with design/proofreading of program materials and website.
• Attend required programmatic meetings and Maine CDC meetings.

Minimum Qualifications:

(Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience.)
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:
o Excellent oral and written communication skills.
o Strong teamwork and customer service skills
o Project coordination/organization skills
o Prior work or lived experience in a health or cancer-related setting or working with patient data
o Computer skills, including knowledge of Microsoft Office Products.
o Ability to prioritize assigned tasks to meet deadlines.
o Ability to maintain confidential client information.
o Ability to multi-task while maintaining extreme attention to detail on client files and data entry.

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.

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.

Application Information:

For additional information about this position, please contact Rebecca Lambert, Maine CDC Breast and Cervical Health Program Manager, at Rebecca.Lambert@Maine.gov

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

Please submit all documents or files in PDF format.

To request a paper application, please contact Mandy.L.Harman@Maine.gov

Benefits of working for the State of Maine:

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 Fit – 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%-95% of employee-only premiums ($11,196.96 - $12,514.32 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.
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value).
• Retirement Plan – The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

• 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 six weeks of fully paid parental leave . Additional, unpaid leave may also be available, under the Family and Medical Leave Act.

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.

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.

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