Secretary Associate Legal Supervisor

State of Maine • Augusta, ME

6d • $20 - $29

About The Position

Are you a leader with a passion for organization and efficiency? The Maine Department of Labor is seeking a Secretary Supervisor to lead our administrative team, ensuring seamless operations and top-notch support. In this key role, you'll oversee recruitment, training, workflow optimization, and performance management while playing a crucial role in enhancing our division’s effectiveness. If you're ready to make a meaningful impact while guiding a dedicated team, we want to hear from you!

Requirements

• Knowledge of supervisory principles, methods, and techniques.
• Advanced clerical process knowledge and skills
• Ability to plan, assign work to, train, and assess the performance of support staff
• Ability to work within timelines and schedules
• Ability to use discretion and judgment in providing information and making decisions.
• Ability to listen to and understand information and ideas presented.
• Ability to assign work assignments in a balanced fashion but also appropriate with the classification of the incumbent
• Ability to maintain confidentiality as the work deals with highly sensitive and confidential information, including PII of clients
• Ability to understand and implement complex oral and written instructions.
• Ability to initiate, coordinate, implement and evaluate activities
• Ability to coordinate and integrate the work activities and resources effectively in collaboration with other upstream and downstream operations of the bureau to achieve program goals
• Ability to effectively interact with others of widely divergent backgrounds, interests, and viewpoints.
• Ability to evaluate the work of direct reports in accordance with the state's performance management and appraisal system and collective bargaining agreements.
• Ability to delegate work and effectively coach employees.
• Ability to adapt processes/procedures to meet new or changing work requirements.
• Ability to effectively plan and adjust work coverage and assignments to meet unexpected changes in workload volumes (usually in response to changes in the economy)
• Ability to understand and promote management goals as they affect daily and long-term operations.
• Knowledge of or ability to learn how to use Foxit.pdf software and the ReEmployME production system technology.
• Basic knowledge or understanding of administrative appeal processes.
• Knowledge of customer service principles and methods
• Ability to communicate effectively both verbally and in writing
• 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

• The position will make decisions over the assignment of work to the clerical support staff, determine coverage needs and staff schedules within the work unit.
• The position will provide procedural training to, and assess the performance of, supervised staff and develop remedial actions when needed to ensure staff have the knowledge needed to perform their work accurately and in a timely manner.
• This position will assess the effectiveness of the clerical support work methods and processes used within the division and recommend, develop, or implement procedural changes to improve workflow, quality, operational effectiveness, and organizational efficiencies.
• This position will act as a troubleshooter for the Division Director and Senior Hearings Examiner to keep them informed of work issues requiring attention, rising backlogs, or potential customer relations issues that may arise.
• This position will act as an intermediary with clients/customers when issues arise requiring the need for supervisory intervention.
• This position will develop and execute plans to deal with any backlogs of administrative work when they occur—especially during periods within or following economic downturns.
• This position will represent the Division in inter-division meetings having to do with Bureau-wide topics such as staffing of phones, standardized email, and physical mail messaging, as well as other operational needs.
• Participate in recruitment efforts to find, hire, and train administrative replacements when clerical support vacancies occur.

Benefits

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($387.92 annual value).
• Retirement Plan – The State contributes the equivalent of 14.11% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS) for MSEA, or 18.91% for Confidential employees.
• State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed