Secretary Associate Legal

State of Maine•Augusta, ME

21h•$19 - $28•Onsite

About The Position

This position provides front office coverage from 8:00 AM to 5:00 PM M-F, coordinating lunch and other breaks with two other Secretary Associate Legal staff. This is an administrative position providing customer service to citizens and agency staff in order to assist in resolving questions and problems concerning state laws, services, and agency policies and procedures under the Maine Human Rights Act and Whistleblower’s Protection Act, and under work-sharing agreements with the U.S. Equal Employment Opportunity Commission and U.S. Department of Housing & Urban Development – Office of Fair Housing, related to unlawful discrimination in employment, housing, education, access to public accommodations, and extension of credit. This position requires the ability to research, compile, and analyze complex information to reach a conclusion and/or make recommendations by accessing agency resources and resources available on the internet. Advanced decision-making skills require the abilities to make initial and continuing eligibility determinations for program benefits and/or services, to make decisions with respect to applicable laws and agency procedures to ensure appropriate information is given to customers without violating laws/procedures, and to ensure compliance with agency and federal partner procedure requirements.

Requirements

Ability to conduct research, gather information, and analyze results to reach a conclusion and/or make recommendations.
Ability to develop and change web pages using established content.
Ability to verify, code, compute and/or reconcile data on standard documents.
Ability to develop and recommend new work methods and administrative policies/procedures.
Ability to use discretion and judgment in dispensing information.
Ability to write clean and comprehensive reports.
Ability to understand and promote management goals as they affect day-to-day operations.
Ability to communication and work closely and professionally with other staff.
Ability to evaluate administrative procedures.
Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of the 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.

Nice To Haves

Competency in applying a solid knowledge of legal terminology and legal practices to perform complex secretarial tasks.

Responsibilities

Preparing, processing, and distributing incoming and outgoing mail, including assisting staff with sending certified mail, UPS and FedEx packages as needed.
Assisting potential claimants with filing intake questionnaires and complaints, with notarizing complaints, and with status or process questions by parties to pending cases.
Reviewing submissions in pending cases for completeness and any submitted special accommodations requests/adaptations.
Monitor, maintain, and track case processing data from initial intake to complaint/file opening, and through case investigation, hearing, and closure.
Maintain printed publications, form letters, attorney referral listings, and other resource lists.
Other administrative support work as assigned.
Preparing cases for public hearings.
Processing pleadings from parties.
Opening and closing case records in proprietary software systems as required.
Compile, verify, code, submit payments, travel vouchers and receipts for payment authorization.
Ordering office supplies and maintaining supply inventory.
Returning incoming phone calls and responding to people at the front window.
Coordinating the records archiving process, including: preparing physical files for archiving, and records center transmittal forms and packing lists; ensuring records center pickup in accordance with agency retention schedules and records center procedures, and; receiving records center inventory location details and/or updates on file dispositions on master records tracking sheet(s).
Other backup responsibilities as assigned.

Benefits

13 paid holidays
12 days of sick leave
3+ weeks of vacation leave annually
Health Insurance Coverage (State pays 85%-100% of employee-only premiums)
Health Insurance Premium Credit (decreases employee-only premiums by 5%)
Dental Insurance (State pays 100% of employee-only dental premiums)
Retirement Plan (State contributes 14.11% of pay to MainePERS)
Gym Membership Reimbursement (up to $40 per month)
Health and Dependent Care Flexible Spending Accounts
Public Service Student Loan Forgiveness eligibility
Living Resources Program (employee assistance program)
Parental leave (42 consecutive calendar days of fully paid parental leave for welcoming a child)
Voluntary Deferred Compensation (MaineSaves 457(b) account)