Admin Assistant

Company: Lancesoft Inc
Location: Augusta
Posted on: January 30, 2026

Job Description:

Job Description Job Description Position Title - Licensing Specialist Location - Augusta, Maine 04333 Duration - 24 months Duties - This position is within the Health Inspection Program (HIP) at Maine Center for Disease Control and Prevention, reporting to the HIP Program Manager. This position conducts all licensing functions to renew and issue 11,000 annual and new licenses which include restaurants, take-outs, school kitchens, jail kitchens, catering, commissary, senior citizen meals, mobile food vendors, hotels, B&B’s, public pools and spas, youth camps, sporting and recreational camps, campgrounds, mass gatherings, tobacco, compressed air, micropigmentation, electrology, body piercing and tattoo artists. This position will work with two full-time licensing staff, compliance specialist, state and municipal health inspectors, Drinking Water Program, HIP supervisor and program manager, Tobacco Enforcement Coordinator, and the public including applicants and licensees. This position will assist existing resources to ensure timely processing of applications, review, and issuance of licenses, answering live calls, providing follow-up, and assisting walk-in coverage for this very busy program. Knowledge, Skills and Certifications - Specific qualifications needed to perform the job including, necessary licenses, knowledge, skills, education, experience, training, and technical skills. 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, 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. The candidate should possess the following: Knowledge of modern office practices. Knowledge of information distribution through use of the internet. Ability to evaluate information and arrive at logical conclusions to make sound decisions. Ability to use computers and applications. Ability to collect, count, reconcile and/or deposit fees in accordance with set procedures. Ability to stay current and understand, interpret, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology. Ability to pay attention to detail, determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures. Ability to communicate effectively in both written and verbal communications. Ability to maintain effective working relationships. Duties and Deliverable : Specific job duties include, but are not limited to: Provide telephone and walk-in coverage. Use Smartsheet to document daily work, phone call follow-up and assignment, research needed, and new applications. Monitor, review and follow-up with 3 separate email boxes to include state personal email, HIP Licensing email and Tobacco Licensing emails. Respond to public and applicants licensing questions. Sort and review daily mail per procedures. Prepare and maintain financial records including daily deposits in office and from online renewals. Reconcile funds and perform calculations for reports. Review completeness of applications including water and municipality septic approvals, certified food protection manager (CFPM), blood borne pathogens (BBP) and certified pool operator (CPO) certificates, license fees, menus, kitchen diagrams, and other documentation. Return incomplete applications and correspond with applicant. Refer license applications to the Drinking Water Program for approval of water as needed. Data entry applications and maintain status of all applications through the licensing process. Communicate with the compliance specialist and health inspectors to ensure smooth processing of applications and appropriate issuance of licenses. Generate renewals weekly and email to Central Services for mailing. Schedule : The position will work 40 hours per week M-F 8-5 with a 1 hour lunch. The position will be allowed time off and flexible work hours by request. The position will have the ability to work remotely one day per week

Keywords: Lancesoft Inc, Athens , Admin Assistant, Administration, Clerical , Augusta, Georgia