Secretary Associate Legal

State of Maine•Portland, OR

2d•Onsite

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 Portland Office, Child Protection Division. The position involves complex clerical responsibilities that require sound knowledge of legal processes, procedures, terminology and documents. The position provides support to multiple 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 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.
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.

Responsibilities

Utilizing Microsoft Office Suite products for word processing, email, data entry, and spreadsheets.
Handling incoming and outgoing mail for AAGs
Handling sensitive confidential information for AAGs
Preparing and filing court documents for AAGs, including pleadings, motions, orders, and subpoenas in District, Superior and Maine Supreme 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 professionally, 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
Reception Coverage