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Administrative Assistant (Secretary Specialist) - Anticipated Vacancy

Gardiner , Maine , United States | Administrative & Office Support | Full-time

Apply by: July 18, 2025

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Department of Professional & Financial Regulation (and Boards)Job Class Code:6586

Grade: 20/Confidential

Salary: $22.63-$32.54/Hour

Use your administrative skills in the public interest to help protect Maine investors from fraudulent, deceptive and unethical practices in the securities and investment industry in this position with the Maine Office of Securities, an agency within the Department of Professional and Financial Regulation.

The Administrative Assistant works closely with the agency head (the Securities Administrator) and senior agency managers, providing key administrative support in areas including travel, procurement, accounts payable, meeting management, event and conference planning, onboarding of new employees, organization and maintenance of official files, and acting as clerk for administrative hearings conducted by the agency.

This is a great opportunity for a detail-oriented and personable team player! The Office of Securities is a collaborative and supportive workplace. Hybrid work schedules are available after an initial training period.

Primary responsibilities include:

+ Managing agency scheduling, travel arrangements and reimbursements, procurement, accounts payable, staff recruitment and onboarding.

+ Helping administer agency contracts and the Securities Restitution Assistance Fund.

+ Maintaining communication and effective working relationships with staff, outside agencies, state officials and the public at large, including on high-level and sensitive topics.

+ Planning in-person and virtual events and drafting outreach materials for members of industry as well as consumers.

+ Assisting the agency Records Officer with record retention, archival and disposal and responses to Freedom of Access Act requests.

+ Conducting research on emerging issues and preparing reports, press releases, talking points and speeches for agency staff.

+ Recommending changes to systems, practices and procedures to improve agency efficiency and effectiveness.

Skills or knowledge required:

+ Attention to detail and strong organizational skills.

+ Communicating clearly and effectively with various audiences in multiple formats and settings.

+ Proficiency in Microsoft Word and Excel and Adobe Acrobat Pro.

+ Drafting and editing complex or technical business correspondence.

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 polices, 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.

Preference will be given to those applicants:

+ Strong working knowledge of Excel

+ Comfort with Microsoft collaboration tools including Teams, SharePoint, OneNote and OneDrive.

Contact information:

Questions about this position should be directed to Jesse Devine, Securities Administrator @ [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 207-623-6700. Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Security & Employment Service Center, 45 Commerce Drive, Augusta, ME 04330 or faxed to 207-287-2018. Be sure title of the job you are applying for is included. Applications cannot be accepted after the posting closing date.

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 Fit – 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%-95%of employee-only premiums ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find thepremium 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 ($387.92 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) for MSEA, or 18.09% for Confidential employees.

State employees are eligible for anextensive and highly competitive benefits package (https://www.maine.gov/bhr/state-jobs/compensation-benefits) , covering many aspects of wellness. Learn about additional wellness benefits for State employees from theOffice of Employee Health and Wellness (https://www.maine.gov/bhr/oeh/) .

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 differing 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 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.