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Career Opportunity Bulletin

SECRETARY

CODE:  655200    PAY GRADE:  12:  ($12.13 - 16.99/hr.)

Value of State-paid Dental Insurance:  $13.69 biweekly

Value* of State-paid Health Insurance:

  • Level 1:  100% State Contribution (employee pays nothing):  $363.77 biweekly
  • Level 2:  95% State Contribution (employee pays 5%):  $345.58 biweekly
  • Level 3:  90% State Contribution (employee pays 10%):  $327.39 biweekly
  • Level 4:  85% State Contribution (employee pays 15%):  $309.20 biweekly

*The level of the actual value of state paid Health Insurance will be based on the employee’s wage rate and status with regard to the health credit premium program as of July 1, 2011.

Value of State’s share of Employee’s Retirement:  11.54% of pay


LAST UPDATE:  August 10, 2012

CLOSING DATE:  Until Canceled

JOB DESCRIPTION:

This is office and administrative support work in assisting an individual(s) with basic administrative details including responsibility for performing complex clerical tasks. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

MINIMUM REQUIREMENTS:

In order to qualify, you must have training, education or experience in office and administrative support work that demonstrates 1) competency in applying a general knowledge of the principles and practices of office processes and administrative functions to perform routine secretarial support tasks, and 2) the ability to use independent decision making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

Section I of the Supplemental Qualifications Form includes all of the knowledges and abilities required to minimally qualify for this job classification.  The final application evaluation score is based on the remaining sections of the Supplemental Qualifications Form.

GENERAL INFORMATION:

TYPICAL DUTIES in this job classification include:

The Bureau of Human Resources reserves the right to use any other selection devices necessary in order to identify those candidates who are most qualified.

APPLICATION INFORMATION:

You must complete the on-line application by logging on to our Web Page (www.maine.gov/bhr/state_jobs), clicking the Open Competitive Jobs link, and clicking Apply Now under this job title.

The Bureau of Human Resources is unable to provide copies of submitted materials.

Maine State Government is an Equal Opportunity/Affirmative Action Employer

SUPPLEMENTAL QUALIFICATIONS FORM

Secretary (655200)

APPLICANT’S NAME:  ______________________________________________________________

INSTRUCTIONS:

  • Your responses on this form will be the basis making a numerical evaluation of your background training and experience (your final score).
  • False or misleading statements may result in rejection of your Application for Employment or dismissal from Maine State Service if selected.
  • Statements made on this form and in your application are subject to verification by the Bureau of Human Resources and the Appointing Authority.

SECTION I - Minimum Requirements

Directions for Section I ONLY:  Indicate if you have the knowledge or ability listed below.  These are not tasks you need to have performed; however, you must indicate that you have the knowledge or ability to perform these tasks.

I have:

Knowledge of modern office practices.

 

Knowledge of spelling, punctuation, grammar, and business English.

 

Knowledge of research techniques.

 

Knowledge of alphabetical, numerical, and chronological filing systems.

 

Knowledge of alphabetical, numerical, and chronological sub-filing systems.

 

Ability to create spreadsheets.

 

Ability to perform data management.

 

Ability to communicate with visitors and determine customer needs.

 

Ability to use computerized filing systems.

 

Ability to use manual filing systems.

 

Ability to develop computerized correspondence formats.

 

Ability to compose standard business correspondence for supervisor review and/or signature.

 

Ability to access information from the internet.

 

Ability to distribute information through use of the internet.

 

Ability to work with timelines and schedules.

 

Ability to review, select, and synthesize data for reports and correspondence.

 

Ability to proofread and/or edit documents.

 

Ability to make intermediate mathematical calculations.

 

Ability to determine inventory needs and order supplies.

 

Directions for Sections II and III:  Indicate your skill level by marking the appropriate boxes for each item listed.  It is important that you be as honest as possible in your evaluation of your skills.  If you are selected to be interviewed for one of these positions, you should anticipate the interviewer will have a copy of your self-evaluation and ask you to provide examples of your work experience or training that support your self-evaluation ratings.  You may also be required to complete a performance test to demonstrate your proficiencies in selected skills.

Definitions:

None -

I have no training, education, or experience in this area.

   

Level 1 -

I have some experience performing this task under close supervision -OR- I have successfully completed training or coursework in this area, but I have no experience performing this task.

   

Level 2 -

I have experience performing this task and am fully capable of performing this task independently.

   

Level 3 -

I have experience performing this task independently and have trained others or provided assistance to other staff in this area.  

SECTION II:

I have:

None

Level 1

Level 2

Level 3

Established manual filing systems.

       

Established computerized filing systems.

       

Searched for information by using telephone and/or computer.

       

Researched reference materials.

       

Analyzed research results to reach a conclusion.

       

Developed computerized graphics.

       

Made standard changes to web page content.

       

Developed web pages using established content.

       

Proofread complex documents.

       

Edited complex documents.

       

Corresponded in writing with the public to receive and supply information.

       

Corresponded orally with the public to receive and provide information.

       

Typed agendas.

       

Taken minutes for distribution.

       

Maintained another’s work calendar and schedule.

       

Arranged business appointments, travel itineraries, and meetings.

       

Applied to routine individual cases an explanation and interpretation of rules, policies and procedures, codes, or documentation requirements that pertain to secretarial work.

       

Received and greeted visitors and determined customer needs.

       

Served as go-between for superiors with public and private contacts.

       

Composed standard business correspondence for supervisor review and signature.

       

Written routine reports.

       

Determined inventory needs and purchased supplies.

       

Developed standard work procedures within established guidelines.

       

Developed and recommended new work methods to improve existing work practices.

       

Reviewed, selected, and synthesized data for reports and correspondence.

       

SECTION III:

Computer Skills:

None

Level 1

Level 2

Level 3

Word processing

       

Spreadsheets

       

Databases

       

E-mail

       

Internet

       

Scanning/imaging for databases

       

Web publishing software such as Dreamweaver or similar software

       

PowerPoint, or similar presentation software