Secretary Specialist - Executive Assistant

Department of Professional & Financial Regulation and Boards - Bureau of Insurance

Job Class Code: 6562
Grade: 20 (Administrative Bargaining Unit)
Salary: $43,097 - $61,942 (Annually)
Location: Gardiner

Opening Date: September 13, 2024

Closing Date:  September 29, 2024

The Maine Bureau of Insurance regulates the insurance industry to protect and to serve the public.  

Primary responsibilities include:  

• Manage the Superintendent’s calendar including outside meetings, speaking events and travel.
• Manage and coordinate the Superintendent’s travel for conferences and other meetings.
• Assist senior staff with a variety of tasks.
• Serve as a backup to the Bureau’s legal secretary which includes assistance in maintaining the legal database.
• Assist and serve as a backup to the Office Manager.
• Communicate with a variety of persons, including legislators, members of the media, other state regulators and insurance industry representatives.
• Works closely with the Consumer Outreach Coordinator in scheduling outreach events, finalizing publications, and ensuring appropriate distribution of final materials, including submission to the appropriate legislative committees.
• Effectively arranges a variety of meetings, including appropriate space for in-person meetings and administrative hearings, coordinates appropriate set ups for hybrid meetings and coordinate and hosts other meetings and hearings including serving as host for virtual meetings.
• Research a variety of issues, including background information for the Superintendent and senior staff.

Skills or knowledge required:

• A solid understanding of Microsoft office, including PowerPoint, Excel and Outlook.
• The ability to understand and follow state agency requirements – such as DAFS requirements for travel approval and billing/reimbursement.
• Knowledge of the principles of business operations and organization.
• Ability to effectively present and explain information to groups and individuals.
• Ability to analyze issues and questions, reach logical conclusions and make sound recommendations.
• Ability to plan and adjust work operations to meet deadlines, including completing projects on short notice.

Minimum qualifications:

Preference will be given to those applicants:

Prior administrative support experience in a business, governmental, or legal office environment.

Contact information:

Questions about this position should be directed to Karma Lombard at karma.y.lombard@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 https://www.maine.gov/bhr/state-jobs/application-process or contact our office at 207-623-6700.  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 207-287-2018.  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 13.41% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS) for MSEA, or 18.21% for Confidential employees. 

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 lived experience and passion set you apart.