Privacy Coordinator Augusta , Maine , United States | Administrative & Office Support | Full-time Apply by: Feb. 20, 2025 Apply with Linkedin Apply Department of Health and Human Services (DHHS)Office Associate II Supervisor Opening Date:February 6, 2025Closing Date: February 20, 2025 Job Class Code:6543 Grade:15 (Admin Services) Salary:$18.27- $26.32 per hourPosition Number:02022-7742Location: The Office for Family Independence currently has a vacancy in the Augusta office. Core Responsibilities: This administrative position is responsible for supervising a unit of clerical staff to ensure administrative and support tasks are completed in a timely manner. The position plays an integral role in monitoring the Privacy and Incident Tracker, interacting with constituents who may have their PII compromised, following up with statewide personnel to ensure the incident is resolved, and ensuring the proper documentation has been completed by all parties in a timely manner. Attention to detail is critical in this position with a goal to increase responsiveness and decrease resolution time when incidents occur. The position is responsible for training new administrative employees as well as monitoring, assessing and ensuring efficient work activities within the clerical unit through staff supervision. A variety of professional and administrative skills are necessary while providing support to clerical staff, Eligibility Specialists, supervisors, the Business Manager and Associate Directors among others. Duties include but are not limited to: • Monitoring and entering information related to privacy incidents in the tracker for reporting and sharing concerning trends with the Senior Policy Advisor. • Entering and resolving less complicated privacy incidents to include further investigation into reported incidents. • Direct outreach and follow-up with clients to gather information to resolve privacy incidents. • Daily monitoring of the OFI privacy tracker and weekly reporting to Senior Management. • Communicating with regional parties to act on and resolve policy incidents in a timely manner. • Outreach to regional parties to prompt and ensure completeness of logged privacy incidents. • Maintaining and ensuring completion of daily, weekly, and/or monthly reports to include but not limited to privacy, benefits cards, and inventories such as computers and cell phones. • Managing returned MaineCare and EBT cards in compliance with security protocols. • Assisting in updating addresses of clients from monthly reports such as the National Change of Address report (NCOA). • Assisting Central Office staff, including our Program Managers and our Executive Assistant with administrative tasks. • Supervision of clerical staff, including oversight of timesheets, requests for time off and managing in-office coverage. • Coordinating cell phone issuance to required staff and maintain records. • Maintaining working inventory of OFI owned assets. • Reporting to and assisting the Central Office Business Manager with ad hoc tasks. Minimum Qualifications: To qualify, you must have training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex, varied office support tasks, 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. All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II and Office Associate I. The background of well-qualified candidates will demonstrate the following competencies: • Prior related supervisory experience. • Understanding of HIPAA and privacy related policies and/or laws. • Proven record of maintaining a high level of attention to detail and accuracy in up-tempo working environments. Please submit a cover letter addressing your skills and/or prior experience in each of the three areas above.Your application will not be accepted unless a cover letter is included. 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: TheDepartment of Health and Human Services (https://www.maine.gov/dhhs/) (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 Office for Family Independence is responsible for administration of eligibility determination for several programs, including MaineCare, Temporary Assistance for Needy Families (TANF), Food Supplement, Fraud and Recovery, and Child Support. Application Information: Please submit all documents or files inPDFformat. To apply, please upload a resume, cover letter, and transcript (transcript needed only if education is used to meet the minimum qualifications). For additional information about this position please contact Marcus Hatch, Recruitment & Retention Specialist at (207) 890-6810 or by email at Marcus.Hatch@Maine.gov To request a paper application, please contact Mandy.Hernandez@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—receivesix weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act (https://www.maine.gov/bhr/state-employees/workplace-posters) . State employees are eligible for an extensive and highly competitive benefits package (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) . 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.