Secretary Legal - Portland

Worker Advocate Division

Opening Date: June 16, 2026

Closing Date: July 1, 2026

Grade / Admin Unit: 13 / Administrative Services

Job Class Code: 6556 Salary: $17.30- $24.91/hourly Position Number: 029000048

Location: Portland

Telework: None

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

Job Description:

This is a classification in the Secretarial Administration Job Family which provides secretarial support requiring knowledge of office processes, business practices, and clerical functions requiring attention to administrative and business details, liaison work, and public relations. This job family is distinguished by its assistive role in meeting the administrative needs of an individual(s). This is office and administrative support work in providing support to one or more attorneys and/or individuals in the legal field requiring specific knowledge of legal terminology, procedures, and documents. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.

Responsibilities:

• Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• 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 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.

Knowledge, Skills, and Abilities Required:

• Knowledge of legal terminology.
• Knowledge of modern office methods and procedures.
• Knowledge of spelling, punctuation, grammar, and business English.
• Knowledge of query and research techniques.
• Ability to operate modern standard office equipment.
• Ability to create spreadsheets and perform data management.
• Ability to use computerized and/or manual filing systems.
• Ability to create and use varied correspondence formats and compose standard business correspondence.
• Ability to develop and use computerized formats and/or graphics.
• Ability to proofread and/or edit complex and technical documents.
• Ability to rapidly and accurately take and/or transcribe dictation.
• Ability to prepare standard reports.
• Ability to use alphabetical, numerical, chronological, and secondary filing systems.
• Ability to gather and compile information.
• Ability to access information from the internet.
• Ability to work with timelines and schedules.
• Ability to process standard mail transactions.
• Ability to make intermediate mathematical calculations.
• Ability to determine and requisition inventory/supplies.
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to review reference sources and select and synthesize data for reports and correspondence.
• Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.
• Ability to communicate effectively.
• Ability to write clearly and effectively.
• Knowledge of applicable laws, rules, regulations, policies, procedures, paperwork, terminology, and core operations.
• Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.
• Ability to use applicable computer programs.
• Ability to make standard changes to web page content.
• Ability to operate applicable specialized equipment upon completion of appropriate training.
• Ability to effectively resolve problems.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• Ability to provide ongoing leadership for a work team.
• Ability to confer with supervisor on performance appraisals of work team members.
• Representative Tasks & KSA's are cumulative across the Secretarial Administration Job Family.

Minimum Qualifications:

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.

Application Instructions:

Please submit a cover letter along with a current resume and 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.

Benefits of working for the State of Maine:

• 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 ($11,857.68-$13,950.24 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 ($365.28 annual value).
• Retirement Plan – The State of Maine contributes 14.11% 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