Secretary Legal

State of Maine; Maine; On-site; USD 26,000 - 36,000; Full time

Benefits offered by this job

Paid holidays

Health insurance

Vacation leave

Job summary

Workers Compensation Board in Portland seeks a Secretary, Legal to provide administrative support to one or more Administrative Law Judges. The role requires strong clerical, proofreading, and customer service skills, with attention to detail and the ability to multitask for a busy docket.

The successful candidate will handle file organization, correspondence, and data entry, support hearings and orders, maintain calendars, and assist the public, insurance entities, and law firms with

Qualifications

• Knowledge of legal terminology and modern office procedures.
• Ability to proofread, edit, and format complex documents.
• Strong data management and filing skills.
• Excellent written and verbal communication abilities.

Responsibilities

• Adhere to procedures and policies.
• Maintain confidentiality of files and information.
• Provide clerical support to Administrative Law Judges.
• Process mail, motions, letters and scheduling materials.
• Schedule hearings and manage dockets.
• Perform data entry and maintain electronic calendars.
• Draft business letters and respond to inquiries.
• Provide front desk support and respond to public inquiries.

Skills

Legal terminology

Office procedures

Spelling/grammar

Data entry

Customer service

Education

Administrative support or clerical experience

Tools

MS Office

OneNote

Job description

Workers Compensation Board

Job Details

• 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.

Contact Information

For more information or questions specific to the position, please contact [e-mail]

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 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 non-birthing 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.

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.

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 experience and passion set you apart.

If you require a paper application, please download and print one HERE

If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.