Secretary Legal - Portland

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.
• Create and use varied correspondence formats and compose standard business correspondence.
• Develop and use computerized formats and/or graphics for forms, pamphlets, graphs, charts, tables, and/or maps.
• Proofread and/or edit complex and technical records, letters, memos, reports, contracts, and/or documents.
• Take and/or transcribe notes, dictation, transcripts, and/or tapes into written minutes and/or reports.
• Establish computerized and/or manual filing systems.
• Type agendas, maintain calendars and schedules, and arrange business appointments, travel, itineraries, events, and meetings.
• Post to, amend, and/or update web pages using established content and knowledge of modern office software.
• Receive and greet visitors and determine customer needs.
• Correspond with the public to receive/supply information and/or adjust complaints.
• Query for data via telephone, computer, and/or written/oral communication.
• Research reference materials.
• Gather and compile information for reports, records, and/or presentations.
• Write regular and/or periodic reports.
• Receive, open, sort, weigh, and route incoming/outgoing mail/packages.
• Monitor, requisition, purchase, and maintain inventory/supplies.
• Examine documents/information, determine facts, detect errors and irregularities, and take action as authorized.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Develop standard work procedures within established guidelines.
• Serve on committees and/or coordinate meetings.
• Operate modern standard office equipment.
• Operate applicable specialized equipment upon completion of appropriate training.
• May provide ongoing leadership for a work team with responsibility to schedule, instruct, assign, review, and monitor the work.
• May confer with supervisor on performance appraisals of work team members.
• KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED:
• Knowledge of legal terminology.
• Knowledge of modern office methods and procedures.
• Knowledge of spelling, punctuation, grammar, and business English.
• Knowledge of query and research techniques.
• Ability to operate modern standard office equipment.
• Ability to create spreadsheets and perform data management.
• Ability to use computerized and/or manual filing systems.
• Ability to create and use varied correspondence formats and compose standard business correspondence.
• Ability to develop and use computerized formats and/or graphics.
• Ability to proofread and/or edit complex and technical documents.
• Ability to rapidly and accurately take and/or transcribe dictation.
• Ability to prepare standard reports.
• Ability to use alphabetical, numerical, chronological, and secondary filing systems.
• Ability to gather and compile information.
• Ability to access information from the internet.
• Ability to work with timelines and schedules.
• Ability to process standard mail transactions.
• Ability to make intermediate mathematical calculations.
• Ability to determine and requisition inventory/supplies.
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to review reference sources and s

Benefits

Additional Information

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State's career page and indicate on the application that they have previously worked for the State. . Department Workers' Compensation Board Worker Advocate Division Opening Date: June 16, 2026 Closing Date: July 1, 2026 Grade / Admin Unit: 13 / Administrative Services Job Class Code: 6556 Salary: $17.30- $24.91/hourly Position Number: 029000048 Location: Portland Telework: None Currently, this position is not eligible for visa sponsorship or STEM OPT extensions. JOB DESCRITPTION: This is a classification in the Secretarial Administration Job Family which provides secretarial support requiring knowledge of office processes, business practices, and clerical functions requiring attention to administrative and business details, liaison work, and public relations. This job family is distinguished by its assistive role in meeting the administrative needs of an individual(s). This is office and administrative support work in providing support to one or more attorneys and/or individuals in the legal field requiring specific knowledge of legal terminology, procedures, and documents. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

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