Secretary Legal

State of Maine•Portland, OR

10d•Onsite

About The Position

The Secretary, Legal provides administrative support to one or more Administrative Law Judges in the Workers’ Compensation Board’s Portland Regional Office. The role requires strong clerical, proofreading, and customer service skills, attention to detail, the ability to multitask and interact professionally, and the ability to keep a busy case load moving smoothly. The position may also be required to record hearings and conferences using electronic equipment. The successful applicant will provide clerical support and maintain case files and dockets; process correspondence and case documents; schedule hearings, conferences, and lump sum settlements; transcribe and distribute decisions and orders; manage electronic calendars and records; draft business correspondence; and assist with front-desk duties. The position also provides service to law firms, insurance companies, medical offices, the public, and coworkers. The position is with the State of Maine Workers’ Compensation Board, Administrative Services, in Portland. Salary is $18.80–$26.03 per hour. The selected candidate must pass required background checks; fingerprinting may be required. The position is not currently eligible for visa sponsorship or STEM OPT extensions. Applicants must submit a cover letter, current resume, and three professional references. The resume should include month and year for relevant experience and describe duties and responsibilities; 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 sufficient to perform routine secretarial support tasks.
Ability to make independent decisions about 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 computer programs.
Ability to create spreadsheets, perform data management, and use computerized and/or manual filing systems.
Ability to create and use varied correspondence formats, compose standard business correspondence, and make standard changes to web page content.
Ability to proofread and/or edit complex and technical documents, and rapidly and accurately take and/or transcribe dictation.
Ability to prepare standard reports; use alphabetical, numerical, chronological, and secondary filing systems; gather and compile information; and access information from the internet.
Ability to work with timelines and schedules, process standard mail transactions, make intermediate mathematical calculations, and determine and requisition inventory and supplies.
Ability to detect errors and irregularities, take appropriate action under established procedures, and select and synthesize data from reference sources 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 and write clearly and effectively; stay current on applicable rules and procedures; and explain and apply them.
Ability to operate applicable specialized equipment after appropriate training.
Ability to resolve problems, exercise sound judgment, and appraise situations when making decisions or recommendations.
Ability to provide ongoing leadership for a work team and confer with a supervisor on team members’ performance appraisals.

Responsibilities

Follow current standard operating procedures and policies, and maintain confidentiality of files.
Provide clerical support to one or more Administrative Law Judges (ALJs).
Maintain ALJ caseloads by organizing files and ensuring data accuracy; processing incoming mail and email; responding promptly to email and telephone inquiries; filing paperwork after processing; scheduling hearings, conferences, and lump sum settlements; maintaining dockets; and entering case notes, event outcomes, resolutions, and maintenance data.
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 and electronically organize files 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 coworkers.
Record hearings and conferences using electronic equipment when required.

Benefits

13 paid holidays, 12 days of sick leave, and three or more weeks of vacation leave annually; vacation accrual increases with years of service, and overtime-exempt employees receive personal leave.
State payment of 85%–100% of employee-only health insurance premiums, depending on salary; a 5% employee-only premium credit is available for participation in the applicable program.
State payment of 100% of employee-only dental insurance premiums.
Maine Public Employees Retirement System (MainePERS) contribution of 14.06% of pay by the State.
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 program through the Living Resources Program.
Six weeks of fully paid parental leave for employees welcoming a child, including non-birthing and adoptive parents; 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; benefits may vary by collective bargaining agreement and are prorated for less than full-time work.