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Position: Office Specialist I

Department: Secretary of State - Bureau of Motor Vehicles
Division: Vehicle Services

Location: Augusta, Maine
Schedule: Monday – Friday Part Time 34 hours

Job Class: 6546

Grade: 16

Salary: $19.60 - $28.25

Closing Date: October 28, 2026

Join Our Team at the Department of the Secretary of State: 

At the Department of the Secretary of State, we are a team dedicated to providing efficient and exceptional service to our community. We prioritize work-life balance and offer great benefits to support our team in achieving professional success while maintaining personal well-being. Join a team that fosters a culture of teamwork, integrity, and continuous improvement, offering opportunities for growth and making a meaningful impact on the lives of our citizens. 

Are you ready to make a difference? 

We are looking for dedicated and collaborative individuals who thrive in a fast-paced, customer-focused environment. If you are passionate about delivering outstanding public service, contributing to a high-performing team, and supporting the people of Maine every day, we want you on our team. 
 

About the Position: 

The Office Specialist I at the Bureau of Motor Vehicles (BMV) is part of a four-member team that receives and assists with reviewing weekly reports of the 486 state municipalities. Provides administrative and customer service support within the Bureau of Motor Vehicles’ Municipality Section.

Responsibilities include processing reviewing and verifying electronic documents, collecting and reconciling reports, updating registration records, and preparing reports, letters, memos and newsletters. The role is detail-oriented, time-sensitive, and requires strong computer skills, as well as learning and applying Title 29-A laws, policies, and procedures. Independent decision-making is essential. Additional duties may be assigned by the unit supervisor.

This position also involves regular communication with municipal agents by email and phone.  Success in this position requires strong attention to detail and problem-solving skills, as well as the ability to work quickly to process a high volume of paperwork. The ability to focus, work well with others, and adapt to shifts in processes and priorities is also needed in this role.

What We’re Looking For: 

• Customer Service Excellence: Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
• High Volume Readiness: Comfortable handling large numbers of customer interactions per day while maintaining composure and professionalism.
• Team Collaboration: Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.
• Adaptability: Adjust quickly to new procedures, policies, and technologies as agency needs evolve.
• Attention to Detail: A focus on accuracy and thoroughness in completing tasks and managing responsibilities. Confidently make informed decisions and stay solution-focused while managing multiple priorities without sacrificing accuracy or customer satisfaction.
• Clear Communication: Strong verbal and written communication skills to explain complex rules and processes in a way that is easy for the public to understand.
• Problem-Solving: Identify and resolve issues efficiently while maintaining a calm and helpful demeanor.
• Professionalism: Consistently represent the Department with respect, integrity, and accountability.

Key Competencies We Value: 

• Emotional Intelligence: Empathetic, self-aware, and able to manage high-stress interactions with tact.
• Conflict Resolution: Handle difficult or emotional customer situations with patience and effectiveness.
• Time Management: Prioritize tasks and complete assignments accurately and on time.
• Commitment to Excellence: Dedication to high-quality work, accuracy, and upholding public trust.
• Continuous Improvement: A mindset focused on improving processes, learning new skills, and supporting team development.

In this role, you will: 

• Respond to written, telephone, and in-person customer inquiries.
• Collect, validate, and reconcile revenue.
• Process registrations, vanity plates, disability applications, and related transactions.
• Maintain and respond to BMV Municipal inbox requests via Outlook.
• Verify, enter, and update computer records.
• Identify and resolve issues, including quality control concerns.
• Review and verify registration documents.
• Create reports, letters, memos, and newsletters.
• Organize and maintain electronic and manual filing systems.
• Operate standard office equipment (printers, copiers, fax machines, validators, adding machines, document counters, cash machines).
• Update and maintain training materials.

Preference will be given to candidates who bring digital fluency and a process-improvement mindset: 

Comfort learning and adopting new technologies, experience streamlining or digitizing paper-based work, clear written communication, curiosity about emerging workplace tools, and the judgment to evaluate and verify their output before relying on it. 

• Strong written and verbal communication skills, delivering clear, professional, and audience-appropriate information.
• Works independently with a proactive approach, managing priorities and completing tasks with minimal supervision.
• High attention to detail and accuracy, ensuring quality work and identifying discrepancies.

MINIMUM QUALIFICATIONS:

(Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience.)

Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, 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: Office Assistant I, Office Assistant II, Office Associate I and Office Associate II.

Applicants must be authorized to work in the United States. Please note that this position is not eligible for visa sponsorship or STEM OPT extensions, and successful candidates will be required to complete an I-9 form upon hire. 

The successful candidate must pass a National Criminal Background check, which may include fingerprinting.

Why Join Our Team?

We believe in supporting our workforce's health and well-being with a valuable total compensation package, including:

• Work-Life Fit: Take time for yourself with 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 ($12,213.69 - $14,790.59 annual value), depending on salary. Use this chart to find Premium Rates 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 ($365.28 annual value).

• Retirement Plan: The State contributes the equivalent of 14.06% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

• 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 non-birthing 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. 

Contact information:

Questions about this position should be directed to Terri Kanaris Talent Acquisitions Specialist, via email [email protected]

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. Applications cannot be accepted after the posting closing date.   

If you require a paper application, please download and print one HERE or contact our office at 207-441-9993.  Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Secretary of State, Office of Human Resources, 101 Hospital Street, Augusta, ME 04330 or faxed to 207-624-9313.  Be sure title of the job you are applying for is included.  Applications cannot be accepted after the posting closing date.   

We are an Equal Opportunity Employer committed to building an inclusive workplace that respects and values diversity across all backgrounds. 

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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.