Secretary Associate - Board of Licensure in Medicine

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

Apply by: Dec. 7, 2020

Department of Professional & Financial Regulation, Maine Board of Licensure in Medicine

Opening Date: November 20, 2020

Closing Date:  December 7, 2020 

Job Class Code: 6558
Grade: 15/Administrative Services
Salary: $31,179 – $43,700 
Location:  Augusta, Maine

The Maine Board of Licensure in Medicine is seeking a Secretary Associate for their office in Augusta.


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 complex secretarial support services requiring a solid knowledge of office processes and administrative functions. Responsibilities require the use of independent judgment, initiative, and discretion to make determinations on varied matters. 

Complaint Processing, including but not limited to:

  • Draft complaints for all Board-initiated complaints for review by supervisor and Assistant Attorney General (AAG).
  • Open and review all new complaints submitted by the public.
  • Enter all new complaint information into the Agency Licensing Management System (ALMS).
  • Set up, organize, and maintain electronic complaint files.
  • Draft subpoenas for signature by the Executive Director or Assistant Executive Director.
  • Provide explanation of the Board complaint process to complainants, licensees, and attorneys (Phone calls/emails).
  • Draft notices for informal conferences and adjudicatory hearings for review by supervisor and AAG.
  • Contact Hearing Officer for adjudicatory hearings.
  • Assist AAG with preparation and copying of State Exhibits for adjudicatory hearings.
  • Mail and email disciplinary documents (e.g. consent agreements and decisions and orders) to licensees/attorneys.
  • Close dismissed complaints.
  • File reports with the Federation of State Medical Boards (FSMB) and the National Practitioner Data Bank (NPDB) regarding all Board disciplinary actions.
  • Scan consent agreements and Board orders into ALMS and provide them to all Board staff, including the assistant executive director for inclusion on the Board’s website.
  • When necessary, modify license status in ALMS in accordance with the consent agreement or Board order.
  • Maintain complaint files in accordance with current Board record retention schedule to include on-site storage and preparation and transmittal to the Records Center for archiving.

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

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, copies of post-secondary transcripts, licensing, registration and certifications.  If you require a paper application, please contact Human Resources at (207) 623-6700. 

Contact Information: 

Questions about this position can be directed to Dennis Smith, Executive Director, Maine Board of Licensure in Medicine at

Questions about your application can be directed to Melissa Weiner, Human Resources, at (207)623-6739 or 

Why work for the State of Maine?

Benefits: (effective July 1, 2020)

The bi-weekly dollar values of some State-paid benefits include:

  • 14.11% of pay to retirement for bargaining unit positions
  • The value of State-paid Dental Insurance:  $14.60 biweekly.
  • At least 85% of the health insurance premium for the employee (up to $400.34).  Participating in the Health Premium Credit Program can increase the state-paid amount by 5%.  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 payment.  To explore the detailed cost of coverage for specific situations, please consult these tables.

Maine State Government is an Equal Opportunity/Affirmative Action employer.  We provide reasonable accommodations to qualified individuals with disabilities upon request.