Associate Legal Secretary (Secretary Associate Legal)

Are you an organized, detail-oriented individual with a passion for supporting legal professionals? We're looking for a skilled administrative expert to provide high-level secretarial support to hearing officers. In this role, you'll play a key part in managing complex clerical tasks, coordinating administrative processes, and serving as a trusted liaison. You'll use your strong knowledge of legal terminology and procedures to handle confidential matters with professionalism and discretion. If you're proactive, resourceful, and ready to make an impact behind the scenes, we want to hear from you!

Primary responsibilities include:  

• Scheduling hearings.
• Preparing notice statements and hearing packets.
• Entering appeals.
• Processing postponement requests, withdrawals, subpoena requests, change-of-venue requests, and hearing-record requests.
• Preparing a variety of documents/communications.
• Monitoring and processing mail, faxes, email, and a customer messaging portal.
• Responding to various questions and concerns from customers.
• Providing administrative support to hearing officers.

Skills or knowledge required:

• Ability to conduct research, gather information, and analyze results to reach a conclusion and/or make recommendations.
• Ability to interact effectively with a variety of individuals, sometimes under difficult/stressful circumstances.
• The ability to learn and effectively use complicated software employed in the scheduling and processing of appeals.
• Ability to verify, code, compute and/or reconcile data on standard documents.
• Ability to stay organized while dealing with multiple issues, large amounts of information, and interruptions.
• Ability to develop and recommend new work methods and administrative policies/procedures.
• Ability to use discretion and judgment in dispensing information.
• Ability to write clear and comprehensive communications and reports.
• Ability to understand and promote management goals as they affect day-to-day operations.

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:

Knowledge of Maine’s unemployment insurance program would be preferred but not required.

Contact information:

Questions about this position should be directed to Chris 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.