Secretary Legal

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State.

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Workers Compensation Board

Opening Date: October 30, 2026

Closing Date: November 16, 2026

Grade/ Admin Unit : 13 / Administrative Services

Job Class Code: 6556

Salary: $18.80 - $26.03/Hourly

Position Number: 029000313

Location: Portland

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

DESCRIPTION:

Secretary, Legal for the Workers’ Compensation Board in our Portland Regional Office provides administrative support to one or more Administrative Law Judges. Position requires strong clerical, proof reading, and customer service skills. The qualified applicant must be detail oriented and be able to multi-task, interact professionally with others, and keep a busy case load moving smoothly for an Administrative Law Judge.

REPRESENTATIVE TASKS

• Adhere to current standard operating procedures and policies.

• Maintain confidentiality of files.

• Provide clerical support to one or more ALJs

• Maintain ALJ caseloads by:

• Adhering to file organization guidelines, ensuring accuracy of data in the files;

• Processing incoming mail and email, such as motions, requests, position letters, joint scheduling memorandums, addendums, consent decrees, etc.;

• Promptly responding to email and telephone inquiries;

• Filing paperwork in the appropriate Board files after processing;

• Scheduling formal hearings, conferences and lump sum settlements;

• Maintaining dockets;

• Performing data entry such as notes, event outcomes, case resolutions, case maintenance, etc.;

• Ensure cases are being scheduled for hearing as expeditiously as possible.

• Transcribe, format, proofread, edit, and distribute ALJ decisions and orders.

• Order transcripts for interested parties upon written request.

• Maintain an electronic calendar.

• Scan files and organize electronically utilizing software provided, such as OneNote.

• Draft business letters.

• Assist the front desk with answering incoming telephone calls, greeting the public, and processing incoming and outgoing mail.

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• Provide quality customer service to law firms, insurance companies, medical offices, the general public, and co-workers.

• This position may be required to: Record hearings and conferences using electronic equipment

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED

• Knowledge of legal terminology.

• Knowledge of modern office methods and procedures.

• Knowledge of spelling, punctuation, grammar, and business English.

• Knowledge of query and research techniques.

• Ability to operate modern standard office equipment.

• Ability to create spreadsheets and perform data management.

• Ability to use computerized and/or manual filing systems.

• Ability to create and use varied correspondence formats and compose standard business correspondence.

• Ability to develop and use computerized formats and/or graphics.

• Ability to proofread and/or edit complex and technical documents.

• Ability to rapidly and accurately take and/or transcribe dictation.

• Ability to prepare standard reports.

• Ability to use alphabetical, numerical, chronological, and secondary filing systems.

• Ability to gather and compile information.

• Ability to access information from the internet.

• Ability to work with timelines and schedules.

• Ability to process standard mail transactions.

• Ability to make intermediate mathematical calculations.

• Ability to determine and requisition inventory/supplies.

• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.

• Ability to review reference sources and select and synthesize data for reports and correspondence.

• Ability to apply to routine individual cases an explanation and interpretation of applicable rules, regulations, policies, procedures, codes, and/or documentation requirements.

• Ability to communicate effectively.

• Ability to write clearly and effectively.

• Knowledge of applicable laws, rules, regulations, policies, procedures, paperwork, terminology, and core operations.

• Ability to stay current and understand, discuss, explain, and apply applicable laws, rules, regulations, policies, procedures, paperwork, and terminology.

• Ability to use applicable computer programs.

• Ability to make standard changes to web page content.

• Ability to operate applicable specialized equipment upon completion of appropriate training.

• Ability to effectively resolve problems.

• Ability to exercise good judgment in appraising situations and making decisions/recommendations.

• Ability to provide ongoing leadership for a work team.

• Ability to confer with supervisor on performance appraisals of work team members.

MINIMUM QUALIFICATIONS

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a general knowledge of the principles and practices of office processes and administrative functions to perform routine secretarial support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process and actions to take in accordance with standard procedures.

## APPLICATION INSTRUCTIONS:

Please submit a cover letter along with a current resume and three (3) professional references .

In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes the month and year for any relevant experience listed. Your resume should include the duties and responsibilities associated with each position. Any experience that was not full-time employment should be identified as such.

CONTACT INFORMATION: For more information or questions specific to the position, please contact [email protected]

The selected candidate will be required to pass the required background checks (fingerprinting may be required) as a condition of employment.

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 ($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 14.06% 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 qual