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Legal Secretary - Anticipated Vacancy

Augusta , Maine , United States | Administrative & Office Support | Full-time | Partially remote

Apply by: May 30, 2025

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Position: Legal Secretary

Department:Bureau of Motor Vehicles - Legal Affairs, Adjudications & Hearings

Schedule:Monday – Friday, Full time

Job Class: 6560 (Secretary Associate Legal)

Salary: $19.27 - $27.74 hourly

Closing Date : May 30, 2025

Join Our Team at the Department of the Secretary of State

At the Department of the Secretary of State, we are a team dedicated to providing efficient and exceptional service to our community. We prioritize work-life balance and offer great benefits to support our team in achieving professional success while maintaining personal well-being. Join a team that fosters a culture of teamwork, integrity, and continuous improvement, offering opportunities for growth and making a meaningful impact on the lives of our citizens.

Are you ready to make a difference?

We are looking for dedicated and collaborative individuals who thrive in a dynamic, growth-focused environment. If you are passionate about making a difference, driving success, and being part of a positive team culture, we want you on our team.

About the Position:

The Bureau of Motor Vehicles is seeking a detail-oriented Legal Secretary to provide essential administrative support to the Director, Assistant Director, and other key staff members. This role involves managing legal documentation, coordinating the hiring process, generating statistical reports, and maintaining division records. The ideal candidate will have strong organizational skills, proficiency in data management, and the ability to handle confidential information with discretion. This full-time position offers the potential for a flexible schedule within standard operating hours and partial remote work arrangements.

What We’re Looking For:

+ Team Collaboration: Ability to work effectively within a team, contributing to shared goals and helping others succeed.

+ Communication Skills: Clear and effective communication with colleagues, management, and stakeholders to ensure alignment and clarity.

+ Adaptability: Willingness and ability to adapt to changing priorities, processes, and technologies.

+ Problem-Solving: Strong critical thinking skills to identify issues and propose innovative solutions.

+ Attention to Detail: A focus on accuracy and thoroughness in completing tasks and managing responsibilities.

+ Professionalism: Maintain a positive and respectful work environment through thoughtful, courteous interactions.

Key Competencies We Value:

+ Emotional Intelligence: Ability to understand and connect with others, showing empathy while maintaining professionalism and accountability.

+ Conflict Resolution & Feedback: Skill in managing difficult situations and offering constructive feedback with tact and respect.

+ Time Management: Strong organizational and multitasking abilities to balance various responsibilities effectively.

+ Commitment to Excellence: Dedication to achieving high standards in service delivery and personal work performance.

+ Continuous Improvement: A mindset focused on improving processes, learning new skills, and supporting team development.

In this role, you will:

• Provide administrative support to the Director, Assistant Director, and other key staff members, including handling incoming calls and legal documentation.

• Maintain and update records of appeals decisions and statistical data in Excel, ensuring accuracy and consistency.

• Develop, generate, and distribute reports, including weekly scheduling, bi-weekly workflow, and monthly statistical graphs.

• Assist with division projects, including drafting administrative write-ups and collaborating on system updates.

• Coordinate hiring processes for the unit, including interview scheduling, applicant communication, and document preparation.

• Support the revision and maintenance of the Section Procedure Manual as part of ongoing modernization efforts.

• Provide backup support for the Motor Vehicle Franchise Board and other administrative needs as required.

Preferences will be given to candidates who have:

+ Proficiency in Microsoft Office Suite, particularly Excel for data management and report generation.

+ Experience with Adobe Pro.

+ Strong organizational skills and attention to detail.

+ E xperience handling sensitive information with discretion.

+ Flexibility to manage shifting priorities and provide office coverage as needed.

+ Experience leading projects or serving in a project support capacity

Minimum Qualifications: (Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience.)

+ Training, education, or experience in office and administrative support work that demonstrates:

+ competency in applying a solid knowledge of the principles and practices of office processes and administrative functions to perform complex secretarial support tasks, and

+ the ability to use independent judgment, initiative, and discretion to make determinations on varied matters.

+ competency in applying a solid knowledge of legal terminology and legal practices to perform complex secretarial tasks.

+ All positions in this classification assume the qualifications of:Secretary.

Applicants must be authorized to work in the United States. Please note that this position is not eligible for visa sponsorship or STEM OPT extensions, and successful candidates will be required to complete an I-9 form upon hire.

Why Join Our Team?

No matter where you work across Maine state government, you’ll be part of a workforce that embodies our state motto—"Dirigo" or "I lead"—providing essential services to Mainers every day. We believe in supporting our workforce's health and well-being with a valuable total compensation package, including:

+ Work-Life Fit: Take time for yourself with 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%-95% of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find premium costs for you and your family, including the percentage of dependent coverage paid by the State.

+ Dental Insurance: The State of Maine pays 100% of employee-only dental premiums ($387.62 annual value).

+ Retirement Plan: The State contributes the equivalent of 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

Contact information:

Questions about this position should be directed to Matthew Dudley at [email protected]

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, and copies of any transcripts or certifications you wish to have considered while evaluating your application. In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period. Any experience that was not full-time employment should be identified as such.

If you require a paper application, please download and print one HERE (https://www.maine.gov/bhr/state-jobs/application-process) or contact our office at 207-441-4512 . Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Secretary of State Office of Human Resources, 29 State House Station, Augusta, ME 04330 or faxed to 207-624-9313 . Be sure title of the job you are applying for is included. Applications cannot be accepted after the posting closing date.

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.

There's a job, and then there’s purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in different ways, and we appreciate that many skills and backgrounds can make people successful in this role.

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation, or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.

If you’re looking for a great next step and want to feel good about what you do, we’d love to hear from you. Please note that reasonable accommodations are provided to qualified individuals with disabilities upon request.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.