Administrative Associate

Administrative Specialist

Staffing Solutions Organization LLC (SSO), an affiliate of Public Consulting Group LLC (PCG), is focused on delighting clients with world-class managed staffing and talent consulting services. SSO is committed to a diverse workforce, which is a reflection of our clients and the people they serve.

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 ensure 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.

Compensation for roles at Staffing Solutions Organization LLC (SSO) varies depending on a wide array of factors including, but not limited to, the specific office location, role, skill set, and level of experience. As required by applicable law, SSO provides a reasonable range of compensation for this role. In addition, SSO provides a range of benefits for this role.

Applicants must be authorized to work in the U.S. This position is not eligible for work authorization sponsorship including H-1B sponsorship) by SSO. Under the federal laws relating to the F-1 STEM EAD program, SSO may be able to support a STEM EAD extension application at the sole discretion of your Designated School Official. This does not guarantee that any STEM EAD extension application will be approved.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, marital status, age, national origin, protected veteran status, or disability. Staffing Solutions Organization LLC is an E-Verify participant.