Secretary - Administrative Services Division

State of Maine • Gardiner, ME

3d • Onsite

About The Position

The Department of Professional and Financial Regulation is looking a friendly, and professional person to help serve the people of Maine in a secretary position as part of the Administrative Services Division team. This person will provide routine administrative support services for the agencies throughout the Department. The position is responsible for receiving/sorting incoming mail, reception, and prepping and validating scanned documents. This position is integral to the Office. Duties of the position are performed solely by this position; some of which is to ensure separation of duties for internal controls. All programs within the Office rely on the centralized services provided by this position.

Requirements

• Ability to perform basic secretarial duties.
• Knowledge of the principles of organization, ability to multi-task
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to effectively plan and adjust work operations to meet planned and unexpected changes.
• Ability to effectively resolve problems
• Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a general knowledge of the principles and practices of office processes and administrative functions to perform routine secretarial support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process and actions to take in accordance with standard procedures.

Responsibilities

• Answer and distribute incoming telephone calls
• Receive and greet visitors
• Provide copy, print, and scanning services
• Outgoing mail preparation
• Incoming mail distribution
• Take and transcribe notes
• Assist in meeting preparation
• DOCUWARE document validation
• Receive and greet visitors, and determine customer needs
• Receive incoming phone calls from the public; provide high-level customer service
• Receive, sort, and distribute incoming mail
• Order and distribute office supplies for the Department
• Assist with SBI background searches
• Collect, count, reconcile and/or deposit fees in accordance with set procedures
• Prep and validate scanned documents

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Health Insurance Coverage – The State of Maine pays 85%-95% of employee-only premiums
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums
• 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.

What This Job Offers

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