Secretary Associate Legal

Department of Health and Human Services (DHHS)

Opening Date: March 12, 2024

Closing Date: March 26, 2024

Job Class Code: 6560
Grade: 17 (Admin Services)
Salary: $18.71 - $25.89/hr.

Position Number: 09590-0090

Location: Bangor

This position may be eligible for (2) $1,000 Recruitment & Retention Incentive Payments.

Core Responsibilities:

In this vital position, you would serve as a liaison between the Office of Child and Family Services, AAG’s Office, and District Courts. The ideal candidate would be self-directed, motivated, flexible, organized, efficient and produce high quality, accurate work product. If you enjoy a varied workload, no day would be the same! Tasks may include:

• Utilizing Microsoft Office Suite products for word processing, email, data entry, and spreadsheets.
• Create an internal reminder system for legal summaries and discovery deadlines for all caseworker staff
• Help manage and train staff to handle incoming and outgoing print and electronic discovery, including uploading documents to ShareFile and managing access for the appropriate parties to ShareFile, including changes to assigned attorneys and GALs
• Maintain case files for all PC matters pending in court
• Organize, copy, file and scan confidential documents in all PC matters pending in court
• Calendar all pretrial and hearing deadlines and reminders for caseworkers and supervisors about such deadlines.
• Service of witness subpoenas, and correspondence to witnesses as directed by AAG, including service by publication
• Ensure notification of upcoming court hearings is provided to resource parents
• Manage receipt of courts orders and ensure they are documented, and the legal status of a child is updated as necessary
• Prepare legal clearance packets
• Assist with obtaining certified records when necessary
• Respond to court orders for disclosure of CPS information including Clifford Orders (gather information and deliver documents to courts)
• Prepare and serve all federally required ICWA notices
• Monitoring appeals decisions and notifying e.g. adoption caseworker when appeals complete
• Developing and recommending new work methods for improving practices in coordination with OCFS staff, AAGs and their administrative staff
• Guide caseworkers in preparing petitions for filing in court in conjunction with supervisors and AAGs

Minimum Qualifications:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of 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 within a child welfare environment.

Preference will be given to individuals who meet the above qualifications, have experience with Microsoft Office Suite products, are experienced working with attorneys and preparing legal documents.

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 lived experience and passion set you apart.

Agency information:

The Department of Health and Human Services (DHHS) is dedicated to promoting health, safety, resilience, and opportunity for Maine people. The Department provides health and social services to approximately a third of the State's population, including children, families, older Mainers, and individuals with disabilities, mental illness, and substance use disorders. The Department also promotes public health, operates two state psychiatric hospitals, and provides oversight to health care providers.

The Office of Child & Family Services (OCFS), within DHHS is responsible for ensuring the safety, permanency and well-being of children and families through community networks, local resources, and life-long family connections throughout Maine. We have an anticipated vacancy in our Bangor office.

Application Information:

Please submit all documents or files in PDF format.

For additional information about this position please contact Julie Plourde, CPS Caseworker Supervisor at julie.plourde@maine.gov. To apply, please upload a cover letter addressing the preference areas identified in the requirements section, a writing sample and a resume.

To request a paper application, please contact Ashley.Smith@Maine.gov .

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 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%-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 13.41%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.

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.