Secretary Associate Legal - Professional and Financial Regulation Division

Location: Augusta,Maine,United States

Secretary Associate Legal  

Opening Date:  May 1, 2024  

Closing Date:  May 15, 2024    

Job Class Code:  6560

Grade:  17

Salary:  $38,916.80 - $53,851.20/annually

Position #006000051

Bargaining Unit:  Administrative Services

The Office of the Attorney General is looking to hire a dynamic individual to fill a Secretary Associate Legal vacancy in our Augusta Office, Professional and Financial Regulation Division.  The position involves complex clerical responsibilities and administrative details that require sound knowledge of legal processes, procedures, terminology and documents.  The position provides support to multiple attorneys.  Office hours are Monday – Friday 8:00 am to 5:00 pm.

Proficiency is required in word processing, legal document preparation, document management, record keeping, data management, file management, calendar management, and a variety of communications. 

The ideal candidate must be self-directed, motivated, flexible, organized, efficient, and produce high quality, accurate work product.  The candidate must have excellent interpersonal skills and work ethic, with a positive, can-do attitude, a willingness to learn new skills, and the ability to adjust to shifting responsibilities.  It is essential that the successful candidate work well as part of a team and adapt well to rapid changes in a fast-paced legal environment.    

Typical Duties:

• Utilizing Microsoft Office Suite products for word processing, email, data entry, and spreadsheets.
• Handling incoming and outgoing mail for Assistant Attorneys General (AAGs)
• Handling sensitive confidential information for AAGs
• Preparing and filing court documents for AAGs, including pleadings, motions, orders, and subpoenas in state court and federal court as instructed.
• Opening case files in accordance with attorneys’ protocols
• Organizing, copying, and scanning confidential documents
• Entering confidential case data in office databases
• Proofreading confidential legal documents
• Researching, compiling, and analyzing complex information
• Communicating pleasantly, clearly, and effectively with colleagues, court staff, office staff, members of the public, and attorneys
• Advising supervisors regarding the individual work and group operations
• Developing and recommending new work methods for improving practices in a fast-paced legal practice
• Participating in reception duties
• Training and mentoring other support staff 
• Calendaring all deadlines and reminders
• Archiving

Office of the Attorney General, State of Maine

Minimum Requirements:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of 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.

Preference will be given to individuals who meet the above qualifications, have experience with Microsoft Office Suite products, are experienced working with multiple attorneys in a law office setting, and are familiar with court rules, forms of pleadings and service of process.

Application Instructions:

If you are interested in applying for this position, prepare a cover letter highlighting your experience and qualifications that make you a strong candidate for the position and the knowledge, skills and abilities required.

Include resume, cover letter, writing sample, three references (to include one work-related reference) and complete the online application.

The Department is not responsible for late receipt of applications due to mail service, faxing malfunctions or electronic transmission malfunctions.

Job offer to new hire is conditional upon verification of credentials, criminal records, and driver’s license check, and professional license requirements if applicable.

Please direct all questions to Division Chief Andrew Black by email  or call at 207-626-8835.

BENEFITS

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide