Administrative Assistant - Bureau of Motor Vehicles

State of Maine•Augusta, ME

3d•$20 - $28•Onsite

About The Position

The Administrative Assistant supports operations in the Vehicle Services Division of the Maine Bureau of Motor Vehicles. The role responds to public inquiries, resolves customer issues, and assists with sensitive or complex vehicle registration matters. It researches and compiles information and produces reports to support problem-solving and decision-making. The position also reviews registration processes, recommends possible changes to laws, policies, or procedures, and helps maintain registration forms and the division’s procedures manual. Project work includes initiatives involving registration plates, specialty registration programs, and website content. Additional duties include coordinating meetings, preparing presentations, proofreading and editing materials, scheduling, correspondence, and travel arrangements. The position requires advanced administrative support skills, independent judgment, initiative, and discretion. It involves interacting professionally with customers, legal professionals, law enforcement, public officials, agency staff, and other contacts, while handling sensitive information appropriately. The role is based in Augusta, Maine, with a Monday-through-Friday schedule from 8:00 a.m. to 5:00 p.m. The stated salary range is $19.60–$28.25.

Requirements

Training, education, or experience in office and administrative support work demonstrating proficient knowledge of modern office practices and the ability to perform advanced administrative support tasks requiring specialized skills.
Ability to use independent judgment, initiative, and discretion to make determinations on varied matters.
Applicants must be authorized to work in the United States; the position is not eligible for visa sponsorship or STEM OPT extensions.
Successful candidates must complete an I-9 form upon hire.
The successful candidate must pass a National Criminal Background check.

Nice To Haves

Digital fluency and a process-improvement mindset, including comfort adopting new technologies, experience streamlining or digitizing paper-based work, clear written communication, curiosity about emerging workplace tools, and judgment to evaluate and verify their output.
Advanced proficiency in Microsoft Office Suite and motor vehicle software programs.
Strong critical-thinking skills and ability to make sound decisions and recommendations independently.
Familiarity with vehicle registration and title laws, policies, procedures, and administrative rules, including suspension and revocation processes.
Ability to analyze data to guide daily tasks and long-term strategic planning.
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, including ability to interact professionally with customers, legal professionals, law enforcement, public officials, and agency staff.

Responsibilities

Respond to requests for vehicle registration information.
Research, assemble, and report information to support problem-solving and decision-making.
Ensure customer complaints, problems, and questions are addressed satisfactorily.
Advise the supervisor about complicated or sensitive customer-related issues.
Assist with reviewing and documenting registration work methods, processes, and procedures.
Recommend possible changes to laws, policies, or procedures.
Assist with developing and updating registration forms.
Manage special and ongoing projects related to registration plates, specialty registration programs, and division website pages.
Review and update the division’s procedures manual.
Communicate effectively and act as an intermediary with public and private contacts, as approved.
Schedule meetings; prepare agendas; record minutes; maintain schedules and calendars; seek feedback from meeting participants; arrange travel; and prepare expense reports.
Proofread and edit materials.
Create presentations and other materials for conveying information.
Manage, organize, and create correspondence, reports, schedules, spreadsheets, graphs, and charts related to the registration program.

Benefits

13 paid holidays, 12 days of sick leave, and more than three weeks of vacation leave annually; vacation accrual increases with years of service, and overtime-exempt employees receive personal leave.
The State pays 85%–95% of employee-only health insurance premiums, depending on salary; dependent coverage is also described in the posting.
The State pays 100% of employee-only dental insurance premiums.
State retirement contribution equivalent to 14.06% of employee pay toward MainePERS.
Gym membership reimbursement of up to $40 per month.
Health and dependent care flexible spending accounts.
Eligibility for Public Service Student Loan Forgiveness through the State’s qualified-employer status.
Employee assistance through the Living Resources Program.
Six weeks of fully paid parental leave for employees welcoming a child, including non-birthing and adoptive parents; additional unpaid leave may be available under the Family and Medical Leave Act.
Voluntary deferred compensation through a MaineSaves 457(b) account.