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Career Opportunity Bulletin

SECRETARY ASSOCIATE

CODE: 655800 PAY GRADE: 15

(Administrative Services Bargaining Unit positions: $12.54- 17.77/hr.)*
(Confidential positions: $13.16- 18.66/hr.)*

Value of State-paid Health and Dental Insurance: $336.80 biweekly*

Value of State’s share of Employee’s Retirement: 19.22% of pay for Administrative Services* Bargaining Unit Positions; 24.52% of pay for Confidential positions.*

*Effective July, 1, 2008

OPENING DATE: June 27, 2008

CLOSING DATE: Until Canceled

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 1) complex clerical responsibilities and administrative details that require sound knowledge of accompanying processes and procedures, and 2) the facilitation of management details by acting with authority and as an intermediary on delegated administrative matters. Responsibilities require the use of independent judgment, initiative, and discretion to make determinations on varied matters.

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 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.

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:

Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
Research, compile, and analyze complex information to reach a conclusion and/or make recommendations.
Develop, post to, amend, and/or update web pages using established content and knowledge of modern office software.
Serve as intermediary with public and private contacts, as authorized.
Advance expense money and make special payments.
Maintain personnel files.
Advise supervisor regarding the work/operations and act as “troubleshooter.”

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.

PAPER APPLICATIONS WILL NOT BE ACCEPTED FOR 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 Associate (655800)

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.
Ability to create spreadsheets.
Ability to perform data management.
Ability to access information from the internet.
Ability to distribute information through use of the internet.
Ability to proofread complex documents.
Ability to research a topic to gather information.
Ability to analyze research results and make recommendations.
Knowledge of alphabetical, numerical, and chronological filing systems.
Knowledge of alphabetical, numerical, and chronological sub-filing systems.
Ability to code, post, and update data on standard documents.
Ability to compute, verify, and reconcile figures on financial documents.
Ability to develop computerized correspondence formats.
Ability to write routine reports.
Ability to compose standard business correspondence for supervisor review and signature.
Ability to review, select, and synthesize data for reports and correspondence.
Ability to develop standard work procedures within established guidelines.
Ability to develop new administrative policies and procedures to improve existing work practices.
Ability to develop new work methods to improve existing work practices.
Ability to effectively resolve problems.
Ability to communicate with customers and determine customer needs.
Ability to serve as a go-between for superiors with public and private contacts.

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:

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 electronic filing systems.
Arranged advanced expense money for business expenditures.
Applied discretion and judgment in giving out information appropriately.
Responded independently to high-level or sensitive inquiries from public and private sources.
Researched reference materials.
Conducted research on sensitive issues.
Written routine reports.
Prepared complex reports for superiors on assigned topics.
Proofread complex documents.
Edited complex documents.
Planned and adjusted work operations to meet expected and unexpected change.
Made standard changes to web page content.
Developed web pages using established content.
Typed agendas.
Taken minutes for distribution.
Composed standard business correspondence for supervisor review and signature.
Independently composed complex correspondence.
Served as a go-between for superiors with public and private contacts.
Maintained another’s work calendar and schedule.
Arranged business appointments, travel itineraries and meetings.
Developed and recommended new administrative polices and procedures to improve existing work practices.
Developed and recommended new work methods to improve existing work practices.
Developed and implemented organizational changes to improve organizational efficiency and effectiveness.
Maintained personnel files and related human resources documents.
Worked in situations that had timelines and set schedules.
Applied to routine individual cases an explanation and interpretation of rules, policies and procedures, codes, or documentation requirements that pertain to the work.
Performed as first responder in addressing concerns regarding the work environment and office operations.

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