Secretary Associate Legal Supervisor - Agency Promotional Only

Location: Augusta,Maine,United States

Department of Labor - Bureau of Unemployment Compensation, Division of Administrative Hearings

Job Class Code: 6561
Grade: 19/Administrative Services
Salary: $20.23-$29.14/Hour
Location: Augusta

Opening Date: April 14, 2025

Closing Date:  April 29, 2025

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) competen