Job Details

City of Portland - Administrative Assistant

Position Number: 7199639
Location: Portland, ME
Position Type: Secretary and Administrative Assistants

City of Portland - Administrative Assistant

Health & Human Services Department, Barron Center

About the Barron Center:

Come do good work with us! The Health & Human Services Department consists of four unique divisions; Barron Center, Elder Affairs, Public Health, and Social Services. We strive to enhance the health and well-being of the residents of Portland in collaboration with our community, state, and federal partners.

The City of Portland operates the Barron Center to provide skilled nursing and rehabilitation services to individuals in need. The Barron Center is a mission driven facility with over 200 years of history in our community.

A key part of our vision is resident-centered care, placing residents and families first. In order to do this we conduct ourselves in a fair, trustworthy manner and uphold professional and ethical standards. We act with empathy, understanding, and attentiveness toward all others; treating residents with dignity and sensitivity, and valuing their diversity. As leaders in healthcare, we rise above the ordinary through the efforts of our team to deliver high-quality services. At the Barron Center, our mission is to achieve the highest possible performance outcomes in all aspects of resident care.

Job Summary:

This is an administrative position working at a busy switchboard and supporting management at the State's largest Long Term Care facility. This role requires the ability to work in a fast-paced environment while being responsible for operating a complicated switchboard. Additional daily tasks include data entry, filing, supply ordering and tracking, sorting and creating Google Sheets, and other clerical tasks as needed.

Strong computer skills with familiarity to all relevant programs Including Google Suite applications is required, experience with a complicated switchboard is preferred. The person in this position would be the welcoming face of the Barron Center for Residents, family, and staff, and have responsibility for recognizing the needs of our Residents.

Duties & Responsibilities:

Functions as receptionist for the facility, including screening telephone calls, letters and/or visitors and answering questions.
Opens and distributes mail, signs for special deliveries, routes and edits correspondence, and posts announcements.
Tracks departmental purchase orders and other standard financial records.
May prepare special reports and be required to access information located on Federal, State, or local websites.
May prepare transaction forms and other standard forms as directed.
Documents correspondence and feedback received from Residents and their families.
Organizes and maintains files of departmental correspondence, records, and the files of designated staff members.
Coordinates and maintains conference room meeting schedules.
Maintains inventory of office supplies.
Performs related work as required.

Required Skills & Experience:

Thorough knowledge Microsoft Office and other applicable word processing programs
Ability to compose and prepare effective correspondence.
Ability to make independent decisions in accordance with established policies and procedures.
Ability to establish and maintain effective working relationships with other employees, superiors, and the general public.
Strong customer service skills and the ability to deal with public relations problems in a courteous and tactful manner.
Ability to maintain confidentiality in the performance of duties.

Preferred Skills & Experience:

High School diploma or equivalent preferred, supplemented with relevant coursework in secretarial science or business administration, or an equivalent combination of experience and training.
Experience working with a diverse population.
Experience using a multi-line phone system.
Knowledge of Google Suite and other software utilized by individual departments.

Expected Hours/Schedule:

This is a full time, 37.5 hour per week position, with a schedule of 8am-4pm, Monday-Friday.

Applications accepted until June 12th, 2026.

Offers of employment are contingent upon the completion of a satisfactory criminal background check.

Salary & Benefits:

This is a union position, CEBA Grade 8, with a pay range starting at $21.39/hour.

The City of Portland prides itself on its outstanding benefits and collegial and mission-driven work environment.
City benefits include:

Free employee health insurance with the completion of wellness incentives
Thirteen paid holidays
Sick, vacation, and personal leave
Life, dental, vision and income protection insurances
Choice of retirement plans, including a pension plan
Use of City recreation facilities
Fitness Reimbursement
Discount on professional development programs through USM and Thomas College

If you have any questions or need assistance with the application, please email Human Resources at jobs@portlandmaine.gov or call 207-874-8624.

The City of Portland believes that to do our best work, our employees need to reflect the diverse, vibrant community we serve. We are an equal opportunity employer and are committed to celebrating all dimensions of diversity in the workplace. Applicants are considered without regard to race, color, religion, gender, gender identity, gender expression, sexual orientation, national origin, age, veteran status, disability, or any other applicable legally protected characteristics. If you need to request a reasonable accommodation, please call 207-874-8624 or email hrinfo@portlandmaine.gov.

To apply, visit https://selfservice.portlandmaine.gov/ess/EmploymentOpportunities/JobDetail.aspx?req=240&sreq=8&form=1000&desc=ADMINISTRATIVE%20ASSISTANT