Secretary Associate Legal

State of Maine•Augusta, ME

18h•$40,082 - $57,699

About The Position

The Office of the Attorney General is looking to hire a dynamic individual to fill a Secretary Associate Legal vacancy in our Augusta Office, Professional and Financial Regulation Division. The position involves complex clerical responsibilities and administrative details that require sound knowledge of legal processes, procedures, terminology and documents. The position provides support to sixteen attorneys. Office hours are Monday – Friday 8:00 am to 5:00 pm. Proficiency is required in word processing, legal document preparation, document management, record keeping, data management, file management, calendar management, and a variety of communications. The ideal candidate must be self-directed, motivated, flexible, organized, efficient, and produce high quality, accurate work product. The candidate must have excellent interpersonal skills and work ethic, with a positive, can-do attitude, a willingness to learn new skills, and the ability to adjust to shifting responsibilities. It is essential that the successful candidate work well as part of a team and adapt well to rapid changes in a fast-paced legal environment.

Requirements

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of principles and practices of office processes and administrative functions to perform complex secretarial support tasks, and 2) the ability to use independent judgment, initiative, and discretion to make determinations on varied matters.
Competency in applying a solid knowledge of legal terminology and legal practices to perform complex secretarial tasks.

Nice To Haves

experience with Microsoft Office Suite products
experienced working with multiple attorneys in a law office setting
familiar with court rules, forms of pleadings and service of process
experience in office management, or work in a regulatory setting

Responsibilities

Utilizing Microsoft Office Suite products for word processing, email, data entry, and spreadsheets.
Handling incoming and outgoing mail for Assistant Attorneys General (AAGs)
Handling sensitive confidential information for AAGs
Preparing and filing court documents for AAGs, including pleadings, motions, orders, and subpoenas in state court and federal court as instructed.
Opening case files in accordance with attorneys’ protocols
Organizing, copying, and scanning confidential documents
Entering confidential case data in office databases
Proofreading confidential legal documents
Researching, compiling, and analyzing complex information
Communicating pleasantly, clearly, and effectively with colleagues, court staff, office staff, members of the public, and attorneys
Advising supervisors regarding the individual work and group operations
Developing and recommending new work methods for improving practices in a fast-paced legal practice
Participating in reception duties
Training and mentoring other support staff
Calendaring all deadlines and reminders
Archiving Office of the Attorney General, State of Maine Professional/Financial Regulation Division

Benefits

Work-Life Balance – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave
Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
Health Insurance Coverage– The State of Maine pays 85%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary.
Health Insurance Premium Credit– Participation decreases employee-only premiums by 5%.
Dental Insurance– The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).
Retirement Plan– The State of Maine contributes 13.29% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
Gym Membership Reimbursement– Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
Health and Dependent Care Flexible Spending Accounts– Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
Public Service Student Loan Forgiveness– The State of Maine is a qualified employer for this federal program.
Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive six weeks of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
Voluntary Deferred Compensation– Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.