Secretary Legal - Anticipated Vacancy - Bangor

Secretary Legal - Anticipated Vacancy

This is a classification in the Office & Administrative Support Job Family which provides office and administrative support to an agency, program, or operational unit requiring operation of office equipment and knowledge of office processes and diverse clerical functions. This job family is distinguished by its contributory role in meeting operational, production, and/or processing needs. This is routine office and administrative support work performing routine, varied office support tasks often requiring the operation of technical office equipment.

Responsibilities require making independent judgment in prioritizing assignments and selecting the most appropriate course of action within established operating procedures.

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.
• Create spreadsheets and perform data management.
• Type varied routine business correspondence such as letters, reports, contracts, vouchers, and agendas from draft or original source documents to revised or final form.
• Lay out computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
• Organize, record, and maintain computerized and/or manual files.
• Operate technical office materials/equipment (examples are digital scanner, printing and bindery equipment, reprographic duplicators, postal machinery, etc.) according to set procedures.
• Transport and handle heavy goods.
• Input, arrange, code, transcribe, correct, and/or post standard form and free form data for data entry.
• Take and/or transcribe notes, dictation, transcripts, and/or tapes into written minutes and/or reports.
• Query for data via telephone, computer, and/or written/oral communication.
• Explain, inform, and/or initiate calls on routine matters.
• Refer non-routine inquiries to appropriate resource.
• Clean and/or maintain issued materials.
• May lead the work and provide guidance to co-workers on a project or intermittent basis.

Knowledge, Skills, and Abilities

Required:

• Knowledge of modern office methods and procedures.
• Knowledge of spelling, punctuation, grammar, and business English.
• Ability to make intermediate mathematical calculations.
• Ability to drive car or light delivery truck may be required.
• Ability to create spreadsheets and perform data management.
• Ability to type varied routine business correspondence from draft or original source documents to revised or final form.
• Ability to lay out computerized formats and/or graphics.
• Ability to organize and maintain computerized and/or manual files.
• Ability to operate standard technical office materials/ equipment.
• Ability to use alphabetical, numerical, chronological, and secondary filing systems.
• Ability to rapidly and accurately take and/or transcribe dictation.
• Ability to convert data to electronic format.
• Ability to transfer information and present in modified form.
• Ability to access information from the internet.
• Ability to distinguish non-routine and technical inquiries and refer to appropriate source.
• Ability to work with timelines and schedules.
• Ability to clean and/or maintain issued materials.
• Ability to lead the work and provide guidance to co-workers on a project or intermittent basis

Minimum Qualifications:

Training, education, or experience in office and administrative support work that demonstrates
1) competency in applying a general knowledge of modern office practices to perform routine, varied office support tasks often requiring the operation of technical office equipment, and
2) the ability to use independent judgment in prioritizing the work and selecting the most appropriate course of action within set procedures. All positions in this classification assume the qualifications of:
Office Assistant I.

Application Instructions:

Please submit a cover letter along with a current resume and three (3) professional references.

In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes the month and year for any relevant experience listed. Your resume should include the duties and responsibilities associated with each position. Any experience that was not full-time employment should be identified as such.

Contact Information:
For more information or questions specific to the position, please contact recruiting.ggsc

The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.

Benefits of working for the State of Maine:

• Work-Life Balance – 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%-100% of employee-only premiums…