Secretary Associate Legal

Internal Revenue Service; Portland (ME); On-site; USD 40,000 - 58,000; Full time

Job summary

The Office of the Attorney General in Portland is seeking a Secretary Associate Legal for their Child Protection Division. This role involves providing comprehensive clerical support to multiple attorneys, managing confidential information, and executing various administrative tasks. The ideal candidate should possess strong organizational skills and legal knowledge, with a commitment to high-quality work in a fast-paced environment.

Benefits

Paid holidays and vacation leave

Health insurance coverage

Dental insurance

Retirement plan contributions

Gym membership reimbursement

Public service student loan forgiveness

Voluntary deferred compensation

Paid parental leave

Qualifications

• Competency in legal terminology and practices.
• Experience with Microsoft Office Suite products.
• Ability to manage sensitive confidential information.

Responsibilities

• Handling incoming and outgoing mail for attorneys.
• Preparing and filing court documents.
• Researching and compiling complex information.

Skills

Wordprocessing

Legal Document Preparation

Record Keeping

Data Management

File Management

Calendar Management

Interpersonal Skills

Education

Training in office and administrative support

Job description

Secretary Associate Legal – Child Protection Division (Portland)

Opening Date:June 3, 2025

Closing Date:Jun 17, 2025

Job Class Code: 6560

Grade: 17

Salary:$40,081.60 - $57,699.20/year

Position #006000463

Bargaining Unit: Administrative Services

The Office of the Attorney General is looking to hire a dynamic individual to fill a Secretary Associate Legal vacancy in our Portland Office, Child Protection Division. The position involves complex clerical responsibilities that require sound knowledge of legal processes, procedures, terminology and documents. The position provides support to multiple attorneys. Office hours are Monday – Friday 8:00 am to 5:00 pm.

Proficiency is required in wordprocessing, legal document preparation, document management, record keeping, data management, file management, calendar management, and a variety of communications.

The ideal candidate must be self-directed, motivated, flexible, organized, efficient and produce high quality, accurate work product. The candidate must have excellent interpersonal skills and work ethic, with a positive, can-do attitude, a willingness to learn new skills and the ability to adjust to shifting responsibilities. It is essential that the successful candidate work well as part of a team and adapt well to rapid changes in a fast-paced legal environment.

Typical Duties:

• Utilizing Microsoft Office Suite products for word processing, email, data entry, and spreadsheets.
• Handling incoming and outgoing mail for AAGs
• Handling sensitive confidential information for AAGs
• Preparing and filing court documents for AAGs, including pleadings, motions, orders, and subpoenas in District, Superior and Maine Supreme Court as instructed.
• Opening case files in accordance with attorneys’ protocols
• Organizing, copying and scanning confidential documents
• Entering confidential case data in office databases
• Proofreading confidential legal documents
• Researching, compiling, and analyzing complex information
• Communicating professionally, clearly and effectively with colleagues, court staff, office staff, members of the public, and attorneys
• Advising supervisors regarding the individual work and group operations
• Developing and recommending new work methods for improving practices in a fast-paced legal practice
• Participating in reception duties
• Training and mentoring other support staff
• Calendaring all deadlines and reminders
• Archiving
• Reception Coverage

The following internet site provides information on theOffice of the Maine Attorney General

Minimum Requirements:

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 individuals who meet the above qualifications, have experience with Microsoft Office Suite products, are experienced working with multiple attorneys in a law office setting, and are familiar with court rules, forms of pleadings and service of process.

Application Instructions:

If you are interested in applying for this position, prepare a cover letter highlighting your experience and qualifications that make you a strong candidate for the position and the knowledge, skills and abilities required.

Include resume, cover letter, writing sample, three references (to include one work-related reference) and complete the online direct hire application.

The Department is not responsible for late receipt of applications due to mail service, faxing malfunctions or electronic transmission malfunctions.

Job offer to new hire is conditional upon verification of credentials, criminal records, and driver’s license check, and professional license requirements if applicable.

Please direct all questions to Assistant Attorney General, Division Chief Ariel Piers-Gambleor you may call 207-626-8800.

BENEFITS

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 8585%-95% of employee-only premiums ($11,196.96 - $12,514.32 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 13.29% 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 six 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.

Maine State Government and the Office of the Attorney General are Equal Opportunity employers. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide reasonable accommodations to qualified individuals with disabilities upon request.