Secretary Specialist

State of Maine•Augusta, ME

11d•$21 - $30•Onsite

About The Position

This position is a classification in the Secretarial Administration Job Family, providing secretarial support that requires knowledge of office processes, business practices, and clerical functions. It demands attention to administrative and business details, liaison work, and public relations. This role is distinguished by its assistive function in meeting the administrative needs of an individual or individuals. It involves paraprofessional work in supporting an individual(s) with advanced administrative support responsibilities that require in-depth knowledge of accompanying processes and procedures, and assistance in the development, implementation, and/or management of programs and policies at the statewide level for a department, board, or commission. The work consists of advanced secretarial and paraprofessional support services requiring a proficient knowledge of office processes and administrative functions. Responsibilities require the use of independent judgment, initiative, and decision-making on complex administrative matters.

Requirements

Knowledge of the principles of organization.
Ability to compose, review, and edit complex and/or technical business correspondence.
Ability to effectively present information to individuals/groups.
Ability to analyze solutions, reach logical conclusions, and make sound recommendations.
Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.
Ability to understand and promote management goals as they affect day-to-day and long term operations.
Ability to effectively plan and adjust work operations to meet planned and unexpected change.
Ability to effectively represent the organization at internal and external meetings.
Ability to administer and/or oversee scheduling systems.
All positions in this classification assume the qualifications of: Secretary and Secretary Associate.
Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of the principles and practices of office processes and administrative functions to perform advanced secretarial tasks in assisting management with statewide programs and polices, and 2) the ability to use independent judgment, initiative, and decision-making on complex administrative matters.
All positions in this classification assume the qualifications of: Secretary and Secretary Associate.

Responsibilities

Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
Develop, recommend, and implement new systems, procedures, or organizational changes to improve organizational efficiency and effectiveness.
Interpret and implement the policies and decisions of superiors.
Administer and/or oversee scheduling system.
Conduct research on sensitive issues and prepare special reports and/or briefing papers.
Respond independently to questions and inquiries from public and private sources concerning high-level and/or sensitive issues and activities.
Independently compose, review, edit, and/or approve correspondence.
Liaise between supervisor and internal and external sources on key matters.
Apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.
Transmit orders and decisions to proper persons with explanations as necessary; and follow up for compliance, completeness, and timeliness.
Represent supervisor/program at public meetings, including explaining organizational, program, and/or project goals.