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Career Opportunity Bulletin

SECRETARY - LEGAL

CODE: 655600 PAY GRADE: 13 ($12.48 – 17.48/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 : May 30, 2012

CLOSING DATE: Until Canceled

JOB DESCRIPTION:

This is office and administrative support work in assisting an individual(s) with 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. The Secretary-Legal is responsible for supporting one or more attorneys and/or individuals in the legal field requiring specific knowledge of legal terminology, procedures, and documents.

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:

An on-line application is required for this job title and must be submitted even if you are currently on any other registers.
You must complete the required Supplemental Qualifications Form (First part of online application “apply now” process).
Qualified applicants will be added to the existing Employment Register.
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 and/or legal documents.
Establish and maintain 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.

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 - Legal (655600)

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 legal terminology.
Knowledge of modern office practices.
Knowledge of office practices in the legal profession.
Knowledge of spelling, punctuation, grammar and business English.
Knowledge of research techniques used to obtain legal information.
Knowledge of alphabetical, numerical, and chronological secondary 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 develop computerized correspondence formats.
Ability to compose standard business correspondence for supervisor review and signature.
Ability to prepare standard reports.
Ability to proofread legal documents.
Ability to access information from the internet.
Ability to work with timelines and schedules.
Ability to review, select and synthesize data for reports and correspondence.
Ability to detect informational errors and irregularities and take action as authorized.

Directions for Sections II and III: Using the definitions below as your guide, indicate your skill level for each of the areas listed by marking the appropriate boxes.

Definitions:

None -	I have no training, education, or experience in this area.

Level 1 -	I have successfully completed training or coursework in this area, but I have no experience performing this task -OR- have some experience performing this task under close supervision.

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 am capable of training staff or providing 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 computer or telephone.
Analyzed research results to make recommendations.
Developed computerized graphics.
Corresponded in writing with the public to receive or supply information.
Corresponded orally with the public to receive or provide information.
Typed agendas.
Taken minutes for distribution.
Maintained another’s work calendar and schedule.
Arranged business appointments, travel itineraries and meetings.
Received and greeted visitors and determined customer needs.
Served as go-between for superiors with public and private contacts.
Composed standard business correspondence.
Written routine reports.
Determined inventory needs and purchased supplies.
Developed standard work procedures within established guidelines.
Developed and recommended new administrative polices and procedures to improve existing work practices.
Made standard changes to web page content.
Developed web pages using established content.
Proofread legal documents.
Edited legal documents.
Researched legal reference materials.
Used legal terminology in a work setting.
Applied to routine individual cases an explanation and interpretation of rules, policies and procedures, codes, or documentation requirements that pertain to legal secretarial work.
Performed secretarial duties for an attorney or group of attorneys or in a similar legal environment.

SECTION III:

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
Dictation
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