Secretary Specialist Supervisor - Maine Correctional Center

at  State of Maine

CLOSE: AUGUST 30, 2024

Maine Department of Corrections (MDOC) is destigmatizing corrections for the betterment of all Maine communities. Through the ‘Maine Model of Corrections’, we promote the safety of our staff, clients and residents while reducing barriers to meaningful rehabilitative opportunities. We facilitate restorative justice practices that equip justice-involved residents and clients with the skills they need to become contributing members of society, including treatment, education, and job training.
Maine Correctional Center is seeking qualified candidates for Secretary Specialist Supervisor in Windham. The is an executive level paraprofessional work supporting the Command Staff as well as MCC’s Executive Team by providing advanced administrative support the requires in-depth knowledge of accompanying processes and procedures. This position provides assistance in the development, implementation, and/or management of programs and policies at the statewide level for a department, board, or commission. Work consists of advanced secretarial and paraprofessional support services requiring a proficient knowledge of office processes and administrative functions. Responsibilities require the use of independent judgment, initiative, and decision-making on complex administrative matters.
We are committed to rebuilding lives and are searching for great team players, with a professional attitude and well-developed integrity and ethics, to join us in this mission.

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 policies;

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.

  Background and fingerprint checks are required for this position, to obtain permissions to use Fox Messenger for warrant checks.

REPRESENTATIVE TASKS: (A position may not be assigned all the duties listed, nor do the listed examples include all the duties that may be assigned.)

• Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• Develop, recommend, and implement new systems, procedures, or organizational changes to improve organizational efficiency and effectiveness.
• Interpret and implement the policies and decisions of superiors.
• Administer and/or oversee scheduling system.
• Conduct research on sensitive issues and prepare special reports and/or briefing papers.
• Respond independently to questions and inquiries from public and private sources concerning high-level and/or sensitive issues and activities.
• Independently compose, review, edit, and/or approve correspondence with letters from the public, staff and residents
• Liaise between supervisor and internal and external sources on key matters.
• Apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.
• Transmit orders and decisions to proper persons with explanations as necessary; and follow up for compliance, completeness, and timeliness.
• Represent supervisor/program at public meetings, including explaining organizational, program, and/ or project goals.
• Implements and complies with human resource laws, policies, procedures, and practices, such as: AA/EEO, recruitment, employment, position classification, performance appraisals, training, discipline, contract administration, human resource components of security protocols of agency information security and confidentiality policies, and employee safety in order to ensure fair and equal treatment of personnel.
• Evaluate employee performance in accordance with State of Maine Performance Management and Appraisal System.
• Coach employees in meeting performance standards.
• Discuss employee complaints/grievances with employee and determine course of action in accordance with applicable policy.
• Initiate, recommend, and/or make hiring, disciplinary, and termination actions.
• Participate in interviewing, selecting, orienting, training, and instructing new employees.
• Plan, assign, instruct, review, and monitor the work of support staff.
• Set and adjust employee work schedule.
• Ensure and monitor employee occupational health and safety.
• Develop and recommend work methods and administrative policies/procedures to improve existing work practices.
• Oversee and monitor effective and efficient core operations of the operational unit(s).
• Establish work objectives and assess progress.
• Adapt processes/procedures to meet new and/or changing work requirements.
• Establish operational priorities, procedures, and quality assurance mechanisms.
• Initiate, coordinate, implement, and evaluate administrative activities.
• Coordinate work with external operational units/programs to enhance efficiency and achievement of operational goals.
• Adjust program/work operations and objectives to meet planned and unexpected change.

KNOWLEDGES, SKILLS, AND ABILITIES REQUIRED:

• Knowledge of the principles of organization.
• Ability to compose, review, and edit complex and/or technical business correspondence.
• Ability to effectively present information to individuals/groups.
• Ability to analyze solutions, reach logical conclusions, and make sound recommendations.
• Ability to apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.
• Ability to understand and promote management goals as they affect day-to-day and long term operations.
• Ability to effectively plan and adjust work operations to meet planned and unexpected change.
• Ability to effectively represent the organization at internal and external meetings.
• Ability to administer and/or oversee scheduling systems.
• Knowledge of supervisory principles, methods, and techniques.
• Knowledge of interviewing principles and techniques.
• Knowledge of the principles of organization.
• Knowledge of teamwork principles and strategies.
• Ability to work with timelines and schedules.
• Ability to listen to and understand information and ideas presented.
• Ability to use discretion and judgment in dispensing information.
• Ability to plan, assign, instruct, review, and monitor the work of support staff.
• Ability to effectively schedule the work.
• Ability to instruct others and plan, prioritize, and assign work.
• Ability to maintain confidentiality.
• Ability to understand and implement complex oral and written instructions.
• Ability to conduct research, gather information, and analyze results to reach a conclusion and/or make recommendations.
• Ability to initiate, coordinate, implement, and evaluate administrative activities.
• Ability to coordinate and integrate the work activities and resources of several projects and/or operational pieces.
• Ability to effectively interact with others of widely divergent backgrounds, interests, and viewpoints.
• Knowledge of Maine Performance Management and Appraisal System.
• Knowledge of Civil Service system.
• Knowledge of applicable collective bargaining agreements.
• Knowledge of human resource laws, polices, and practices.
• Ability to accomplish the quality/quantity of work within set expectations.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• Ability to effectively delegate work as appropriate.
• Ability to develop and recommend operational improvements.
• Ability to effectively coach employees and conduct performance appraisals.
• Ability to adapt processes/procedures to meet new and/or changing work requirements.
• Ability to establish operational priorities, procedures, and quality assurance mechanisms.
• Ability to coordinate and integrate work objectives among several projects and/or operational units.
• Ability to effectively plan and adjust work operations to meet planned and unexpected change.
• Ability to understand and promote management goals as they affect day-to-day and long term operations.
• Ability to analyze personnel, operational, and organizational issues and problems; and develop timely and economical solutions.
• Ability to establish program objectives and/or performance goals and assess progress.
  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.

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 Fit – 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%-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.
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($358.08 annual value).
• Retirement Plan – The State contributes the equivalent of 18.88% of the employee’s pay towards the Maine Public Employees Retirement System (MainePERS).

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.

• Complies with the requirements of State policies, including those concerning human resource components of security protocols of agency information security and confidentiality policies for state business purposes.
• Develop, recommend, and implement new systems, procedures, or organizational changes to improve organizational efficiency and effectiveness.
• Interpret and implement the policies and decisions of superiors.
• Administer and/or oversee scheduling system.
• Conduct research on sensitive issues and prepare special reports and/or briefing papers.
• Respond independently to questions and inquiries from public and private sources concerning high-level and/or sensitive issues and activities.
• Independently compose, review, edit, and/or approve correspondence with letters from the public, staff and residents
• Liaise between supervisor and internal and external sources on key matters.
• Apply to non-routine individual cases an explanation and interpretation of applicable rules, regulations, and policies.
• Transmit orders and decisions to proper persons with explanations as necessary; and follow up for compliance, completeness, and timeliness.
• Represent supervisor/program at public meetings, including explaining organizational, program, and/ or project goals.
• Implements and complies with human resource laws, policies, procedures, and practices, such as: AA/EEO, recruitment, employment, position classification, performance appraisals, training, discipline, contract administration, human resource components of security protocols of agency information security and confidentiality policies, and employee safety in order to ensure fair and equal treatment of personnel.
• Evaluate employee performance in accordance with State of Maine Performance Management and Appraisal System.
• Coach employees in meeting performance standards.
• Discuss employee complaints/grievances with employee and determine course of action in accordance with applicable policy.
• Initiate, recommend, and/or make hiring, disciplinary, and termination actions.
• Participate in interviewing, selecting, orienting, training, and instructing new employees.
• Plan, assign, instruct, review, and monitor the work of support staff.
• Set and adjust employee work schedule.
• Ensure and monitor employee occupational health and safety.
• Develop and recommend work methods and administrative policies/procedures to improve existing work practices.
• Oversee and monitor effective and efficient core operations of the operational unit(s).
• Establish work objectives and assess progress.
• Adapt processes/procedures to meet new and/or changing work requirements.
• Establish operational priorities, procedures, and quality assurance mechanisms.
• Initiate, coordinate, implement, and evaluate administrative activities.
• Coordinate work with external operational units/programs to enhance efficiency and achievement of operational goals.
• Adjust program/work operations and objectives to meet planned and unexpected change