Child & Family Services Travel Coordinator

Position Overview

The Maine Office of Child and Family Services (OCFS) is seeking a highly organized and detail-oriented Administrative Support Specialist to provide critical administrative support for Central Office operations.

This position plays an important role in supporting provider services, client communications, records management, and administrative operations to help ensure compliance with State and Federal regulations while supporting the efficient delivery of child and family services programs.

The ideal candidate is self-motivated, analytical, customer-service focused, and committed to accuracy and quality.

Key Responsibilities

Administrative Operations

• Receive, review, and process service requests in a timely manner.
• Support daily administrative functions for OCFS Central Office operations.
• Coordinate transportation and travel arrangements for staff and clients.
• Assist with special projects and administrative assignments as needed.

Records & Documentation Management

• Process, organize, maintain, and file client records, correspondence, and related documentation.
• Create and maintain official eligibility letters and program communications.
• Ensure documentation is accurate, complete, and compliant with established procedures.
• Manage electronic and physical filing systems.

Data Management & Quality Control

• Review detailed reports and analyze information for accuracy and completeness.
• Validate, update, and reconcile data across multiple systems.
• Perform accurate data entry while maintaining high quality standards.
• Monitor records and information to ensure consistency and compliance.

Client & Stakeholder Support

• Develop professional correspondence, communications, and client notifications.
• Respond to inquiries and coordinate information between staff, clients, and stakeholders.
• Support effective communication across departments and external partners.

Required Qualifications

Candidates must possess education, training, or experience in administrative support, office operations, or related functions demonstrating:

• Strong computer and technology skills.
• Excellent data entry accuracy and attention to detail.
• Proficiency with:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
• Strong analytical and problem-solving skills.
• Professional written and verbal communication abilities.
• Excellent organizational and filing skills.
• Ability to work independently and manage multiple priorities.
• Ability to maintain confidentiality when handling sensitive information.

Preferred Qualifications

• Experience in administrative support, records management, customer service, or office operations.
• Experience working with government, health and human services, regulatory, or public-sector programs.
• Experience processing documentation and maintaining electronic records.
• Experience reviewing and validating data across multiple systems.