Administrative Assistant / Bureau of Motor Vehicles

State of Maine • Augusta, ME

1d • $19 - $27 • Onsite

About The Position

We are seeking motivated candidates for the position of Administrative Assistant in the Vehicle Services Division. As an Administrative Assistant, you will play a vital role in supporting the operations of a vehicle registration division by responding to public inquiries, resolving customer issues, and assisting with sensitive or complex registration matters. This role involves conducting research, compiling data, and producing reports to aid in problem-solving and decision-making. You will contribute to the continuous improvement of registration processes by reviewing current procedures, recommending changes to laws or policies, and updating documentation and forms. Project management responsibilities include overseeing initiatives related to registration plates, specialty programs, and website content. Strong communication and organizational skills are essential, as the position also involves coordinating meetings, creating presentations, proofreading materials, and managing a variety of administrative tasks such as scheduling, correspondence, and travel arrangements.

Requirements

• 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
• Applicants must be authorized to work in the United States.
• Successful candidates will be required to complete an I-9 form upon hire.
• The successful candidate must pass a National Criminal Background check.

Nice To Haves

• Proficiency in Microsoft Office Suite and Motor Vehicle software programs at an advanced level.
• Strong critical thinking skills with the ability to independently make sound decisions and recommendations.
• Familiarity with vehicle registration and title laws, policies, procedures, and administrative rules, including suspension and revocation processes.
• Ability to analyze data to guide both daily tasks and long-term strategic planning.
• Demonstrated discretion and sound judgment when handling and sharing sensitive information.
• Understanding of and alignment with management goals, with the ability to support and promote them through operational decisions.
• Excellent interpersonal and communication skills, with a proven ability to interact professionally and effectively with a wide range of individuals including customers, legal professionals, law enforcement, public officials, and agency staff.

Responsibilities

• Respond to requests for registration information.
• Research, assemble, and report information to assist with problem-solving and decision-making.
• Ensure customer-related complaints, problems, and questions are addressed satisfactorily.
• Respond to and advise supervisor regarding complicated or sensitive customer related issues.
• Assist with review and documentation of registration work methods, processes, and procedures.
• Make recommendations for possible law, policy, or procedural changes.
• Assist with the development and updating of registrations forms.
• Manage special and ongoing projects related to registration plates, specialty registration programs, and the Division’s website pages.
• Review and update the Division’s procedures manual.
• Communicate effectively, act as an intermediary with public and private contacts, as approved.
• Schedule meetings, prepare meeting agenda, record minutes, and maintain schedule/calendar; seek feedback from meeting participants, make travel arrangements and prepare expense reports.
• Use proofreading and editing skills.
• Produce/create various presentation media and other methods of conveying information.
• Manage, organize, and create correspondence, reports, schedules, spreadsheets, graphs, charts related to the registration program.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Vacation leave accrual increases with years of service
• Overtime-exempt employees receive personal leave
• The State of Maine pays 85%-95% of employee-only premiums for Health Insurance Coverage
• The State of Maine pays 100% of employee-only dental premiums for Dental Insurance
• The State contributes the equivalent of 14.11% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed