State of Maine Hiring for Secretary Associate – Executive Assistant – Anticipated Vacancy at Augusta, ME Full Time

Job Class Code: 6558

Grade: 15 (Administrative Services)

Salary: $34,819 – $48,214

Location: Augusta, ME

Opening Date: September 05, 2023

Closing Date: September 19, 2023

Do you have a passion for public service? Do you want to help support a dedicated team of emergency management professionals preparing the state for disasters – and be a part of that team yourself? The Maine Emergency Management Agency (MEMA) is seeking an Executive Assistant to the Director and Deputy Director. This position provides secretarial support requiring knowledge of office processes, business practices, and clerical functions in support of the Agency Director, Deputy Director, and staff at large.

Key responsibilities include maintaining Agency personnel files, maintaining Agency MOUs and agreements, serving as the Agency travel coordinator, and assisting the Director and Deputy Director with administrative functions.

Primary Responsibilities Include

• Schedule appointments for the Director and Deputy Director.
• Answer and screen the Director’s calls when they are out of the office.
• Develop Departmental briefing materials, to include weekly briefing material for Departmental staff meetings and material for the monthly Governor’s Report.
• Screen the Director’s e-mails, delete junk mail, and ensure critical messages are dealt with accordingly.
• Using the State Procurement Card, make travel arrangements to include hotel, registrations, and flights for Agency staff. Maintain expense accounts for the Card and ensure they are submitted in a timely manner.
• Assist Agency Hiring Managers by scheduling interviews for open positions within the agency; ensure interviewees bring appropriate documents and the necessary number of copies for interviewers.
• Coordinate with the property manager and other staff to make modifications to the Agency workspace, including contacting the property manager when there is an issue in the workspace.
• Assist the Front Desk Receptionist with administrative tasks, as needed, and provide coverage for the Front Desk when the Receptionist is on break or otherwise unavailable.
• In the event of an activation of the State Emergency Operations Center, perform duties as assigned.

Skills Or Knowledge Required

• Knowledge of modern office methods and procedures.
• Ability to conduct research, gather information, and make recommendations to the Director and Deputy Director.
• Ability to verify and/or reconcile information on expense reports, travel requests, and other documents.
• Ability to develop and recommend administrative policies/procedures.
• Ability to use discretion and judgment in dispensing information.
• Ability to understand and promote management goals as they affect day-to-day operations.
• Ability to communicate effectively, orally and in writing.
• Ability to establish and maintain effective working relationships.
• Ability to respond effectively in high-stress environments.

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.

Preference Will Be Given To Those Applicants

Preference will be given to those that have experience as an executive assistant to high-level administrators.

Contact Information

Questions about this position should be directed to Joe Legee at [email protected] or 207-215-0442

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 Balance – 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%-100% of employee-only premiums ($10,150.80-$11,942.16 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 ($350.40 annual value).
• Retirement Plan – The State of Maine contributes 13.16% 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 four weeks 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.