Only Employees With Promotional Status In The Executive Branch Of Maine State Government May Apply.

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:

• Qualified applicants will be placed on an Employment Register which will be used to fill future vacancies on a statewide basis.
• You must complete the required Supplemental Qualifications Form (part of online application “apply now” process).
• Your application evaluation results will be e-mailed to the address you use to login to your online account.

TYPICAL DUTIES in this job classification include:

• 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 orally and/or in writing 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.

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.

Maine State Government is an Equal Opportunity/Affirmative Action Employer

SUPPLEMENTAL QUALIFICATIONS FORM

Secretary (655200)

APPLICANT’S NAME:_________________________________________________________________

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.

Directions for Sections II and III:  Using the definitions below as your guide, 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:

SECTION II:

SECTION III: