Secretary Associate Legal - Child Support Division

Location: Augusta,Maine,United States

Secretary Associate Legal 

Opening Date:  February 26, 2024

Closing Date:   Until Filled  

Job Class Code:  6560

Grade:  17

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

Bargaining Unit:  Administrative Services

Position #006000538

Job Description:

The Office of Attorney General is looking to hire a Secretary Associate Legal in our Augusta Office, Child Support 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 and paralegals.  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, highly organized and highly accurate, with the ability to work efficiently and independently.  The candidate must have strong interpersonal skills, a strong work ethic with a positive, can-do attitude.  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:

• Preparing and filing court documents for AAGs, including pleadings, motions, orders and subpoenas in district courts and probate courts 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, DHHS staff 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

MINIMUM REQUIREMENTS 

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 individuals who are scrupulous about detailed work; are proficient with Microsoft Office Suite; have experience working directly with multiple attorneys in a law office setting; have work-related experience with court rules as related to the forms of pleadings and service of process; have work-related experience with preparation of court documents; and experience working with the Maine court system.

Please direct all questions to Linda Brooks at 626-8862.

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, three references and complete online application.

The Department is not responsible for late receipt of applications due to 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.

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 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 Balance – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave Vacation lea