SECRETARY ASSOCIATE LEGAL (Anticipated Vacancy)

Augusta, Maine, United States Contract

Application closes: Dec. 13, 2019

Maine Ethics Commission

SECRETARY ASSOCIATE LEGAL

(Anticipated Vacancy)

CODE:  6560    GRADE:  17   ($15.79 - $22.13/hourly)

OPEN FOR RECRUITMENT:  November 27, 2019

CLOSES:  December 13, 2019

 

AGENCY DESCRIPTION: The Maine Ethics Commission is the state’s campaign finance agency.  The Commission regulates the financial reporting by political candidates, political parties, and political action committees, monitors their compliance with campaign finance laws and regulations, and conducts investigations into instances of possible non-compliance.  The Commission also administers the Maine Clean Election Act program which provides public financing for candidates running for Governor or the Legislature.  It also regulates the reporting of lobbying activity concerning state-level legislation.  The Commission handles ethics complaints filed against legislators.  The Commission is a small independent non-partisan state agency with 6 full-time employees, 3 of whom are attorneys. 

JOB DESCRIPTION: The Commission is looking for an individual to fill the position of Commission Assistant.  The Commission Assistant is responsible for a wide range of tasks and activities, including front desk duties; office management; candidate registration intake and follow-up correspondence; maintaining candidate files; administrative support primarily to the Executive Director, Assistant Director and, as needed, to other staff; monitoring the filing and compliance of personal financial statements by Legislators and certain Executive Branch officials; updating Commission publications and forms; technical assistance to candidates and committees using the Commission’s online reporting system; responding to information requests from the public; and archiving public records.  The Commission Assistant also provides administrative support to prepare and distribute materials for the monthly meetings of the 5-member Commission (private citizens appointed by the Governor).  The Commission Assistant prepares the minutes of each meeting, posts actions taken by the Commission on its website after each meeting, and completes other tasks related to Commission meetings.  Time permitting, the Commission Assistant may monitor compliance with reporting requirements or help with enforcement investigations.  This position requires strong organizational and time management skills.   

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).

Office and administrative support work in assisting an individual(s) with 1) complex clerical responsibilities and administrative details that require sound knowledge of accompanying processes and procedures, and 2) the facilitation of management details by acting with authority and as an intermediary on delegated administrative matters.  Work consists of administrative support to one or more attorneys and/or individuals in the legal field requiring in-depth knowledge of legal processes, procedures, terminology, and/or documents. Responsibilities require the use of independent judgment, initiative, and discretion to make determinations on varied matters.

DISTINGUISHING CHARACTERISTICS: Any one position may not include all Distinguishing Characteristics (tasks) nor is this list inclusive of all Distinguishing Characteristics possible for this classification. Distinguishing Characteristics may be assigned in accordance with the policies and procedures of individual agencies. However, one Distinguishing Characteristic that applies to all classifications is that each employee 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.)

  • Develop and recommend new work methods and administrative policies/procedures to improve existing work practices.
  • Research, compile, and analyze complex information to reach a conclusion and/or make recommendations.
  • Develop, post to, amend, and/or update web pages using established content and knowledge of modern office software.
  • Serve as intermediary with public and private contacts, as authorized.
  • Advance expense money and make special payments.
  • Maintain personnel files.
  • Advise supervisor regarding the work/operations and act as “”

KNOWLEDGE, SKILLS, & ABILITIES:  (Any one position may not include all Knowledge, Skills, and Abilities (KSAs) listed nor is this inclusive of all KSAs required. Entry Level KSAs applicable to the position are to be possessed at time of hire and are screened through written, oral, performance, and/or other evaluations. Full Performance KSAs applicable to the position may be acquired on the job or through specialized training and are needed to perform the work assigned. Reasonable accommodations for disabilities as defined by the Americans with Disabilities Act will be considered on a case-by-case basis.)

Entry level:

  • 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 clear and comprehensive reports.

Full Performance:

Ability to understand and promote management goals as they affect day-to-day operations.

Distinguishing Characteristics & KSAs 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. Plus: Competency in applying a solid knowledge of legal terminology and legal practices to perform complex secretarial tasks.  Preference will be given to applicants with experience working in a law office or in a law-related field.

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

BENEFITS

The value of State’s share of Employee’s Retirement:  14.47% of salary for BU positions.  The value of State-paid Dental Insurance:  $14.31 biweekly.  The value* of State-paid Health Insurance:

  • Level 1: 100% State Contribution (employee pays nothing):  $461.75 biweekly
  • Level 2: 95% State Contribution (employee pays 5%):  $438.66 biweekly
  • Level 3: 90% State Contribution (employee pays 10%):  $415.58 biweekly
  • Level 4: 85% State Contribution (employee pays 15%):  $392.49 biweekly

 

*The level of the actual value of state paid Health Insurance will be based on the employee’s wage rate and status with regard to the health credit premium program.