SECRETARY SPECIALIST

-ANTICIPATED VACANCY-

Opening Date:

July 14, 2025

Closing Date:

July 25, 2025

Location:

Augusta

Position #:

09500-1184

Position Type:

Full Time 

Class Code:

6562

Grade/Salary:

Grade 20 - $20.72 - $29.78 Per Hour

The Maine Office of Community Affairs is seeking to fill a Secretary Specialist vacancy in Augusta. This position will be a key part of our mission to be a “one stop shop” in helping Maine communities chart their course to a brighter future. 

BRIEF JOB DESCRIPTION: This position provides advanced secretarial and paraprofessional support services, requiring a proficient knowledge of office processes and governmental administrative functions. Responsibilities require the use of sound independent judgment, initiative, and decision-making on complex administrative matters. The successful candidate must have the ability to balance needs from multiple constituencies and agency priorities.  

Representative duties of the position include: Liaise between Director, senior managers, legislators, and both internal and external constituents on key matters; receive telephone calls and email from the public and provide clear and consistent information and referrals to other staff; compose, format and review documents related to the office’s grant programs and other operations; occasionally assist senior staff with coordination of schedules and travel; schedule meetings and events; maintain records of correspondence in accordance with state law and Department policy; maintain building control for the office; and assist staff with purchasing and hiring processes.

For questions specific to the position, please contact Samantha Horn at Samantha.Horn@maine.gov

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 qualified candidates with the following skills and experience: 

• Experience with public relations, including creating welcoming and effective customer experiences.
• Experience with governmental processes for purchasing, hiring, and travel.
• Experience with building control systems.
• Ability to effectively plan and adjust work operations to meet planned and unexpected changes.
• Ability to compose, review, and edit complex and/or technical business correspondence.

HOW TO APPLY: Interested applicants need to apply online by selecting the "APPLY" button below along with uploading a Cover Letter, and a current Resume. 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 can't apply online and you require a paper application, please download and print one here: https://www.maine.gov/bhr/state-jobs/application-process. Paper applications for this posting should be submitted along with a Cover Letter and a current Resume before the closing date, to: Natural Resources Service Center, c/o Kristin McCamish, 32 Blossom Lane, Marquardt Building, Augusta, ME 04333-0155. Please be sure that the title, and position number, of the job you are applying for is included.

_______________________________________________________________

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 ($11,857.68-$13,950.24 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 ($365.28 annual value). 
• Retirement Plan– The State of Maine contributes 14.11% 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 forty-two (42) consecutive calendar days 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. 

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.