Secretary Associate Legal, Augusta

Maine Human Rights Commission Job Posting
Opening Date: May 18, ****
Closing Date: June 2, ****
Grade / Admin Unit: 17 / Administrative Services
Job Class Code: **** Salary: $ ***** - $*****/Hourly or Annually Position Number: *********
Location: Augusta
Telework: None
Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.
Job Description
This position provides front office coverage from 8:00 AM to 5:00 PM M-F, coordinating lunch and other breaks with two other Secretary Associate Legal staff.
This is an administrative position providing customer service to citizens and agency staff in order to assist in resolving questions and problems concerning state laws, services, and agency policies and procedures under the Maine Human Rights Act and Whistleblower's Protection Act, and under work-sharing agreements with the U.S. Equal Employment Opportunity Commission and U.S. Department of Housing & Urban Development Office of Fair Housing, related to unlawful discrimination in employment, housing, education, access to public accommodations, and extension of credit.
This position requires the ability to research, compile, and analyze complex information to reach a conclusion and/or make recommendations by accessing agency resources and resources available on the internet.
Advanced decision-making skills require the abilities to make initial and continuing eligibility determinations for program benefits and/or services, to make decisions with respect to applicable laws and agency procedures to ensure appropriate information is given to customers without violating laws/procedures, and to ensure compliance with agency and federal partner procedure requirements.
Responsibilities
Preparing, processing, and distributing incoming and outgoing mail, including assisting staff with sending certified mail, UPS and FedEx packages as needed.
Assisting potential claimants with filing intake questionnaires and complaints, with notarizing complaints, and with status or process questions by parties to pending cases.
Reviewing submissions in pending cases for completeness and any submitted special accommodations requests/adaptations.
Monitor, maintain, and track case processing data from initial intake to complaint/file opening, and through case investigation, hearing, and closure.
Maintain printed publications, form letters, attorney referral listings, and other resource lists.
Other administrative support work as assigned.
Additional backup responsibilities may include:
Preparing cases for public hearings.
Processing pleadings from parties.
Opening and closing case records in proprietary software systems as required.
Compile, verify, code, submit payments, travel vouchers and receipts for payment authorization.
Ordering office supplies and maintaining supply inventory.
Returning incoming phone calls and responding to people at the front window.
Coordinating the records archiving process, including: preparing physical files for archiving, and records center transmittal forms and packing lists; ensuring records center pickup in accordance with agency retention schedules and records center procedures, and; receiving records center inventory location details and/or updates on file dispositions on master records tracking sheet(s).
Other backup responsibilities as assigned.
Knowledge, Skills, and Abilities Required
Ability to conduct research, gather information, and analyze results to reach a conclusion and/or make recommendations.
Ability to develop and change web pages using established content.
Ability to verify, code, compute and/or reconcile data on standard documents.
Ability to develop and recommend new work methods and administrative policies/procedures.
Ability to use discretion and judgment in dispensing information.
Ability to write clean and comprehensive reports.
Ability to understand and promote management goals as they affect day-to-day operations.
Ability to communication and work closely and professionally with other staff.
Ability to evaluate administrative procedures.
Representative Tasks and KSA's are cumulative across the Secretarial Administration Job Family.
All positions in this classification assume the qualifications of: Secretary.
Minimum Qualifications
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.
Preference will be given to with the following skills or experience: Competency in applying a solid knowledge of legal terminology and legal practices to perform complex secretarial tasks.
Application Instructions:
Please submit a cover letter along with a current resume and three (3) professional references.
In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes the month and year for any relevant experience listed.
Your resume should include the duties and responsibilities associated with each position.
Any experience that was not full-time employment should be identified as such.
Contact Information:
For more information or questions specific to the position, please contact ******
The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.
Benefits of Working for the State of Maine
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 annually.
Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
Health Insurance Coverage The State of Maine pays 85%-100% of employee-only premiums ($11,******-$13,****** annual value), depending on salary.
Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.
Health Insurance Premium Credit Participation decreases employee-only premiums by 5%.
Visit the Office of Employee Health and Wellness for more information about program requirements.
Dental Insurance The State of Maine pays 100% of employee-only dental premiums ($****** annual value).
Retirement Plan The State of Maine contributes ***** % of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
Gym Membership Reimbursement Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
Health and Dependent Care Flexible Spending Accounts Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
Public Service Student Loan Forgiveness The State of Maine is a qualified employer for this federal program.
For more information, visit the Federal Student Aid office.
Living Resources Program Navigate challenging work and life situations with our employee assistance program.
Parental leave is one of the most important benefits for any working parent.
All employees who are welcoming a childincluding fathers and adoptive parentsreceive forty-two (42) consecutive calendar days of fully paid parental leave.
Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
Voluntary Deferred Compensation Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.
State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness.
Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.
Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.