State of Maine · 1 week ago
Secretary Specialist Supervisor - Maine State Prison, Warren.
Warren, Maine
Full-time
Onsite
Mid, Senior Level
$49K/yr - $71K/yrThe Maine Department of Corrections is focused on destigmatizing corrections for the betterment of all Maine communities. They are seeking a Secretary Specialist Supervisor to provide advanced administrative support to the Command Staff and Executive Team, assisting in the development and management of statewide programs and policies.
Art
Responsibilities
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
Qualification
Required
Training, education, or experience in office and administrative support work that demonstrates 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
The ability to use independent judgment, initiative, and decision-making on complex administrative matters
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 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, policies, 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 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
Benefits
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 85%-100% of employee-only premiums ($10,523.28 - $12,380.40 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 19% 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.
Company
State of Maine
Welcome! We in Maine take pride in our quality of life, our entrepreneurial spirit, and our strong, independent heritage.
Founded in 1933
10001+ employees
Funding
Current Stage
Late StageTotal Funding
$0.76MKey Investors
The National Endowment for the Arts
2019-05-18Grant· $0.76M
Leadership Team
Carole Reuschle
CEO of the Cabin
Joseph Zamboni
Chief Operating Officer
Recent News
Company data provided by crunchbase