Secretary Legal - Anticipated Vacancy

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State.

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JOB DESCRIPTION:

This is a classification in the Secretarial Administration Job Family which provides secretarial support requiring knowledge of office processes, business practices, and clerical functions requiring attention to administrative and business details, liaison work, and public relations. This job family is distinguished by its assistive role in meeting the administrative needs of an individual(s). This is office and administrative support work in providing support to one or more attorneys and/or individuals in the legal field requiring specific knowledge of legal terminology, procedures, and documents. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

REPRESENTATIVE TASKS:

• Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• Create spreadsheets and perform data management.
• Create and use varied correspondence formats and compose standard business correspondence.
• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
• Proofread and/or edit complex and technical records, letters, memos, reports, contracts, and/or documents.
• Take and/or transcribe notes, dictation, transcripts, and/or tapes into written minutes and/or reports.
• Establish computerized and/or manual filing systems.
• Type agendas, maintain calendars and schedules, and arrange business appointments, travel, itineraries, events, and meetings.
• Post to, amend, and/or update web pages using established content and knowledge of modern office software.
• Receive and greet visitors and determine customer needs.
• Correspond with the public to receive/supply information and/or adjust complaints.
• Query for data via telephone, computer, and/or written/oral communication.
• Research reference materials.
• Gather and compile information for reports, records, and/or presentations.
• Write regular and/or periodic reports. Receive, open, sort, weigh, and route incoming/outgoing mail/packages.
• Monitor, requisition, purchase, and maintain inventory/supplies.
• Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Develop standard work procedures within established guidelines.
• Serve on committees and/or coordinate meetings.
• Operate modern standard office equipment.
• Operate applicable specialized equipment upon completion of appropriate training.
• May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work.
• May confer with supervisor on performance appraisals of work team members.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:

• Knowledge of legal terminology. Knowledge of modern office methods and procedures. Knowledge of spelling, punctuation, grammar, and business English.
• Knowledge of query and research techniques. Ability to operate modern standard office equipment.
• Ability to create spreadsheets and perform data management.
• Ability to use computerized and/or manual filing systems.
• Ability to create and use varied correspondence formats and compose standard business correspondence.
• Ability to develop and use computerized formats and/or graphics.
• Ability to proofread and/or edit complex and technical documents.
• Ability to rapidly and accurately take and/or transcribe dictation.
• Ability to prepare standard reports.
• Ability to use alphabetical, numerical, chronological, and secondary filing systems.
• Ability to gather and compile information.
• Ability to access information from the internet.
• Ability to work with timelines and schedules.
• Ability to process standard mail transactions.
• Ability to make intermediate mathematical calculations.
• Ability to determine and requisition inventory/supplies.
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to review reference sources and select and synthesize data for reports and correspondence.
• Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Ability to communicate effectively.
• Ability to write clearly and effectively. Knowledge of applicable laws, rules, regulations, policies, procedures, paperwork, terminology, and core operations.
• Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
• Ability to use applicable computer programs.
• Ability to make standard changes to web page content.
• Ability to operate applicable specialized equipment upon completion of appropriate training.
• Ability to effectively resolve problems.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• Ability to provide ongoing leadership for a work team.
• Ability to confer with supervisor on performance appraisals of work team members.
• Representative Tasks & KSA’s are cumulative across the Secretarial Administration Job Family.

MINIMUM QUALIFICATIONS:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a general knowledge of the principles and practices of office processes and administrative functions to perform routine secretarial 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.

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If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.