Secretary Associate Legal Supervisor

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!

Primary responsibilities include:  

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 achieve 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 relation 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.

Skills or knowledge required:

• 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

Minimum qualifications:

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. Plus: Competency in applying a solid knowledge of legal terminology and legal practices to perform complex secretarial tasks.

All positions in this classification assume the qualifications of: Secretary.

Preference will be given to those applicants:

Preference may be given to applicants with management or training experience.

Contact information:

Questions about this position should be directed to Christopher Gagne, Christopher.Gagne@Maine.gov

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, and copies of any transcripts or certifications you wish to have considered while evaluating your application.  In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period.  Any experience that was not full-time employment should be identified as such. 

If you require a paper application, please download and print one here https://www.maine.gov/bhr/state-jobs/application-process or contact our office at 207-623-6700.  Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Security & Employment Service Center, 45 Commerce Drive, Augusta, ME  04330 or faxed to 207-287-2018.  Be sure title of the job you are applying for is included.  Applications cannot be accepted after the posting closing date.  

Benefits of working for the State of Maine:

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• 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 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS) for MSEA, or 18.09% 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.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role. 

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics. 

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.