Secretary - Administrative Services Division

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State.

.

Department of Professional and Financial Regulation – Administrative Services Division.

Job Class Code: 6552

Grade: 12 - Administrative

Salary: $17.04 - $24.20 - Hourly
Location: Gardiner, ME

Opening Date : May 12, 2026

Closing Date: May 27, 2026

The Department of Professional and Financial Regulation is looking a friendly, and professional person to help serve the people of Maine in a secretary position as part of the Administrative Services Division team. This person will provide routine administrative support services for the agencies throughout the Department. The position is responsible for receiving/sorting incoming mail, reception, and prepping and validating scanned documents. This position is integral to the Office. Duties of the position are performed solely by this position; some of which is to ensure separation of duties for internal controls. All programs within the Office rely on the centralized services provided by this position.

Primary responsibilities include:

• Answer and distribute incoming telephone calls
• Receive and greet visitors
• Provide copy, print, and scanning services
• Outgoing mail preparation
• Incoming mail distribution
• Take and transcribe notes
• Assist in meeting preparation
• DOCUWARE document validation
• Receive and greet visitors, and determine customer needs

• Receive incoming phone calls from the public; provide high-level

  customer service

• Receive, sort, and distribute incoming mail

• Order and distribute office supplies for the Department

• Assist with SBI background searches

• Collect, count, reconcile and/or deposit fees in accordance with

  set procedures

• Prep and validate scanned documents.
  

Skills or knowledge required:

• Ability to perform basic secretarial duties.

• Knowledge of the principles of organization, ability to multi-task

• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.

• Ability to effectively plan and adjust work operations to meet

  planned and unexpected changes.

• Ability to effectively resolve problems
  

Minimum qualifications:

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a general knowledge of the principles and practices of office processes and administrative functions to perform routine secretarial support tasks, and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process and actions to take in accordance with standard procedures.

Contact information:

Questions about this position should be directed to Tyler Robinson tyler.robinson@maine.gov

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 14.11% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS) for MSEA, or 18.91% 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.

.

If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.