Secretary Legal

State of Maine•Portland, OR

7d•$19 - $26•Onsite

About The Position

The Secretary, Legal provides administrative support to one or more Administrative Law Judges at the Workers’ Compensation Board’s Portland Regional Office. The role requires strong clerical, proofreading, and customer service skills, attention to detail, multitasking, professional interaction, and the ability to keep a busy case load moving smoothly. Duties include maintaining confidential files and ALJ caseloads, processing correspondence and case documents, scheduling hearings and conferences, maintaining dockets and electronic calendars, and preparing and distributing decisions and orders. The position also assists with front-desk duties and may require recording hearings and conferences using electronic equipment. The selected candidate must pass required background checks; fingerprinting may be required. Applicants must submit a cover letter, current resume, and three professional references. Resumes should include month and year for relevant experience and describe the duties and responsibilities for each position. Any experience that was not full-time should be identified as such.

Requirements

Training, education, or experience in office and administrative support work demonstrating general knowledge of office processes and administrative functions for routine secretarial support tasks, and the ability to independently determine appropriate processes, information to process, and actions to take in accordance with standard procedures.
Knowledge of legal terminology and applicable laws, rules, regulations, policies, procedures, paperwork, terminology, and core operations.
Knowledge of modern office methods and procedures, spelling, punctuation, grammar, and business English.
Knowledge of query and research techniques.
Ability to operate modern standard office equipment and applicable specialized equipment after appropriate training.
Ability to create spreadsheets, perform data management, and use applicable computer programs.
Ability to use computerized and/or manual filing systems, including alphabetical, numerical, chronological, and secondary 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, and make standard changes to web page content.
Ability to proofread and edit complex and technical documents.
Ability to rapidly and accurately take and/or transcribe dictation.
Ability to prepare standard reports; gather and compile information; and access information from the internet.
Ability to work with timelines and schedules and process standard mail transactions.
Ability to make intermediate mathematical calculations and determine and requisition inventory and 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 explanations and interpretations of applicable rules, regulations, policies, procedures, codes, and documentation requirements to routine individual cases.
Ability to communicate effectively and write clearly and effectively.
Ability to stay current with and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
Ability to effectively resolve problems and exercise good judgment in appraising situations and making decisions or recommendations.
Ability to provide ongoing leadership for a work team and confer with a supervisor on performance appraisals of work team members.

Responsibilities

Follow current standard operating procedures and policies.
Maintain confidentiality of files.
Provide clerical support to one or more Administrative Law Judges.
Maintain ALJ caseloads by following file organization guidelines and ensuring the accuracy of file data.
Process incoming mail and email, including motions, requests, position letters, joint scheduling memorandums, addendums, and consent decrees.
Promptly respond to email and telephone inquiries.
File paperwork in the appropriate Board files after processing.
Schedule formal hearings, conferences, and lump sum settlements.
Maintain dockets and perform case-related data entry, including notes, event outcomes, case resolutions, and case maintenance.
Ensure cases are scheduled for hearing as expeditiously as possible.
Transcribe, format, proofread, edit, and distribute ALJ decisions and orders.
Order transcripts for interested parties upon written request.
Maintain an electronic calendar.
Scan files and organize them electronically using provided software, such as OneNote.
Draft business letters.
Assist the front desk by answering incoming telephone calls, greeting the public, and processing incoming and outgoing mail.
Provide quality customer service to law firms, insurance companies, medical offices, the general public, and co-workers.
Record hearings and conferences using electronic equipment when required.

Benefits

13 paid holidays, 12 days of sick leave, and 3 or more weeks of vacation leave annually; vacation accrual increases with service, and overtime-exempt employees receive personal leave.
State-paid employee-only health insurance premiums of 85%–100%, depending on salary; dependent coverage is also available.
A 5% employee-only health insurance premium credit for participation, subject to program requirements.
State-paid 100% of employee-only dental insurance premiums.
State contribution of 14.06% of pay to MainePERS retirement plan.
Gym membership reimbursement of up to $40 per month.
Health and dependent care flexible spending accounts.
Eligibility for Public Service Student Loan Forgiveness.
Employee assistance through the Living Resources Program.
Six weeks of fully paid parental leave for employees welcoming a child; additional unpaid leave may be available under the Family and Medical Leave Act.
Voluntary deferred compensation through a MaineSaves 457(b) account.
Additional wellness benefits for State employees.