Secretary Specialist - Based on applicant location. Offices include Portland, Lewiston, Augusta OR Bangor.
AGENCY ONLY / PROMOTIONAL ONLY
Code: 6562
035003814
Grade: 20
Pay: $43,097.60 - $61,942.40 annually
Open: December 9, 2024
Close: December 23, 2024
Maine Department of Corrections (MDOC) is destigmatizing corrections for the betterment of all Maine communities. Through the ‘Maine Model of Corrections’, we promote the safety of our staff, clients and residents while reducing barriers to meaningful rehabilitative opportunities. We facilitate restorative justice practices that equip justice-involved residents and clients with the skills they need to become contributing members of society, including treatment, education, and job training.
MDOC Central Office is seeking qualified candidates for Secretary Specialist. The is an executive level paraprofessional work supporting the Adult Community Corrections, including but not limited to the Director, ACC Management and Probation and Parole Staff by providing advanced administrative support the requires in-depth knowledge of accompanying processes and procedures. This position provides assistance in the development, implementation, and/or management of programs and policies at the statewide level for a department, board, or commission. Work consists of advanced secretarial and paraprofessional support services requiring a proficient knowledge of office processes and administrative functions. Responsibilities require the use of independent judgment, initiative, and decision-making on complex administrative matters.
We are committed to rebuilding lives and are searching for great team players, with a professional attitude and well-developed integrity and ethics, to join us in this mission.
MINIMUM QUALIFICATIONS:
Training, education, or experience in office and administrative support work that demonstrates
- 1) competency in applying a proficient knowledge of the principles and practices of office processes and administrative functions to perform advanced secretarial tasks in assisting management with statewide programs and policies;
and -
- 2) the ability to use independent judgment, initiative, and decision-making on complex administrative matters. All positions in this classification assume the qualifications of: Secretary and Secretary Associate.
Background and fingerprint checks are required for this position, to obtain permissions to access criminal justice information system. Also, agree with disqualifying conduct (any felony conduct/conviction or misdemeanor conduct/conviction within the past 7 years.
RESPONSIBILITIES:
As a Secretary Specialist, you will
- Provide administrative assistance to the Adult Community Corrections Management team, assisting with all aspects of the functioning of the division;
- Respond to staff inquiries, public communications, resident and client communications and other stakeholder communications, on behalf of the ACC Management team;
- Coordinate legislative communications and activities for the Command Staff / Executive Team;
- Has knowledge of contract negotiations recommendations, documents related to negotiations, deals with HR / Personnel matters;
- Coordinate, attend, and lead follow-up to Departmental meetings and high-level project initiatives;
Manage the day-to-day office functions for the ACC Management team, including travel, purchasing, scheduling, and other logistical functions;
- Conduct sensitive research into key corrections areas, including best practices, operations and training, and provides professional reports on research results;
- Develop and delivers presentations, reports, and handouts for DOC meetings, stakeholder meetings, and legislative meetings;
- Serve as the liaison between the ACC Management staff and the offices of facility and division CAOs;
- Lead and coordinates professional development opportunities for DOC staff.
- Executes the procurement of items needed for Adult Community Corrections including data entry of delivery orders.
- Enter cases into the department’s client / resident management system
KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:
- Knowledge of the principles of organization.
- Ability to compose, review, and edit complex and/or technical business correspondence.
- Ability to effectively present information to individuals/groups.
- Ability to analyze solutions, reach logical conclusions, and make sound recommendations.
- Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.
- Ability to understand and promote management goals as they affect day-to-day and long-term operations.
- Ability to effectively plan and adjust work operations to meet planned and unexpected change.
- Ability to effectively represent the organization at internal and external meetings.
- Ability to administer and/or oversee scheduling systems.
BENEFITS
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 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 ($9,893.52-$11,057.52 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 ($350.40 annual value).
- Retirement Plan– The State of Maine contributes 19.63% 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 child—including fathers and adoptive parents—receive four weeks 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.
- Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.
Maine State Government is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide reasonable accommodations to qualified individuals with disabilities upon request.