Secretary Associate - Executive Assistant

State of Maine
US - Maine - Augusta
January 26, 2025

Department of Defense, Veterans & Emergency ManagementJob Class Code:
6558
Grade:
15/Aministrative ServicesSalary:
$18. 27-$26. 32/HourLocation:
AugustaOpening Date:
January 24, 2025Closing Date:
February 9, 2025

Are you passionate about public service and ready to make a meaningful impact? Do you want to be part of a dynamic team that's dedicated to preparing Maine for emergencies and disasters? If so, we want you to join us at the Maine Emergency Management Agency (MEMA)!

We are seeking an Executive Assistant to support our Agency Director and Deputy Director. In this crucial role, you'll provide essential administrative support to help drive MEMA's mission of ensuring the safety and resilience of our state. Your work will help keep our operations running smoothly and efficiently, directly contributing to Maine's emergency management efforts.

As an Executive Assistant, you will:

Maintain key Agency documents like personnel files.
Coordinate travel logistics for Agency staff.
Provide day-to-day administrative support to the Director, Deputy Director, and broader Agency staff.

If you're a highly organized individual with a keen eye for detail and a commitment to public service, we'd love to hear from you! Step into a role where your work makes a difference - and where your contributions are key to ensuring Maine is ready when disaster strikes.

Apply today and join our dedicated, mission-driven team!

Primary responsibilities include:

Schedule appointments for the Director and Deputy Director.
Answer and screen the Director's calls when they are out of the office.
Develop Departmental briefing materials, to include weekly briefing material for the Departmental staff meeting and material for the monthly Governor's Report.
Screen the Director's e-mails, delete junk mail and ensure critical messages are dealt with accordingly.
Make travel arrangements to include hotel, registrations, and flights for Agency staff.
Maintain expense accounts for a Procurement Card and ensure they are submitted in a timely manner.
Assist Agency Hiring Managers by scheduling interviews for open positions within the agency; ensure interviewees bring appropriate documents and necessary number of copies for interviewers.
Coordinate with property manager and other staff to make modifications to the Agency workspace, to include contacting the property manager when there is an issue in the workspace.
Assist the Front Desk Receptionist with administrative tasks, as needed, and provide coverage for the Front Desk when the Receptionist is on break or otherwise unavailable.
In the event of an activation of the State Emergency Operations Center, perform duties as assigned.

Skills or knowledge required:

Knowledge of modern office methods and procedures.
Ability to conduct research, gather information, and make recommendations to the Director and Deputy Director.
Ability to verify and/or reconcile information on expense reports, travel requests, and other documents.
Ability to develop and recommend administrative policies/procedures.
Ability to use discretion and judgment in dispensing information.
Ability to understand and promote management goals as they affect day-to-day operations.
Ability to communicate effectively, orally and in writing.
Ability to establish and maintain effective working relationships.
Ability to respond effectively in high stress environments.

Minimum qualifications:

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. All positions in this classification assume the qualifications of:
Secretary.

Preference will be given to those applicants:

Preference will be given to those that have experience as an executive assistant to high level administrators.

Contact information:

Questions about this position should be directed to Joe Legee *** joe. legee@maine. gov

Application Instructions:

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.

If you require a paper application, please download and print one here
/ maine. gov/bhr/state-jobs/application-process or contact our office at ***. Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Security & Employment Service Center, 45 Commerce Drive, Augusta, ME 04330 or faxed to ***. Be sure title of the job you are applying for is included. Applications cannot be accepted after the posting closing date.

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 ($387. 92 annual value).
Retirement Plan - The State contributes the equivalent of 13. 29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS) for MSEA, or 18. 09% for Confidential employees.

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about addi.

Read the full job description and apply online on the recuiter's web-site

Secretary Associate - Executive Assistant

Secretary Associate - Executive Assistant

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