Administrative Assistant - Bureau of Motor Vehicles

State of Maine•Augusta, GA

1d•Onsite

About The Position

The Department of the Secretary of State’s Bureau of Motor Vehicles is seeking an Administrative Assistant for the Vehicle Services Division in Augusta, Maine. The role supports vehicle-registration operations by responding to public inquiries, resolving customer issues, and assisting with sensitive or complex registration matters. It involves researching and compiling information, preparing reports, reviewing and improving registration procedures, updating forms and manuals, and recommending possible changes to laws, policies, or procedures. The position also manages projects related to registration plates, specialty registration programs, and website content, and performs a range of administrative duties, including coordinating meetings, preparing presentations, proofreading materials, scheduling, correspondence, and travel arrangements. The successful candidate will work in a fast-paced, customer-focused environment and collaborate with colleagues and external contacts. The position calls for clear communication, sound judgment, discretion with sensitive information, adaptability, attention to detail, and strong organizational and problem-solving skills. Candidates with digital fluency and a process-improvement mindset are preferred. This position is scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m. Applicants must be authorized to work in the United States; visa sponsorship and STEM OPT extensions are not available. The successful candidate must pass a national criminal background check.

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.
Must meet the stated qualifications of the Office Assistant I, Office Assistant II, Office Associate I, and Office Associate classifications.
Applicants must be authorized to work in the United States.
Successful candidate must pass a national criminal background check.

Nice To Haves

Digital fluency and comfort learning and adopting new technologies.
Experience streamlining or digitizing paper-based work.
Clear written communication and curiosity about emerging workplace tools.
Judgment to evaluate and verify technology-generated output before relying on it.
Advanced proficiency in Microsoft Office Suite and motor vehicle software programs.
Strong critical-thinking skills and 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 daily tasks and long-term strategic planning.
Discretion and sound judgment when handling and sharing sensitive information.
Understanding of and alignment with management goals, and ability to support 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.
Team collaboration, adaptability, problem-solving, attention to detail, professionalism, emotional intelligence, conflict resolution, time management, commitment to excellence, and a continuous-improvement mindset.

Responsibilities

Respond to requests for vehicle registration information.
Research, assemble, and report information to support problem-solving and decision-making.
Address customer complaints, problems, and questions satisfactorily.
Respond to and advise the supervisor about complicated or sensitive customer-related issues.
Assist in 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, solicit participant feedback, arrange travel, and prepare expense reports.
Proofread and edit materials.
Create presentations and other methods of 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 leave accrual increases with years of service; overtime-exempt employees receive personal leave.
State payment of 85%–95% of employee-only health insurance premiums, depending on salary; dependent coverage is also available.
State payment of 100% of employee-only dental insurance premiums.
State retirement contribution equivalent to 14.06% of employee pay to the Maine Public Employees Retirement System.
Gym membership reimbursement of up to $40 per month.
Health and dependent care flexible spending accounts.
Eligibility for Public Service Student Loan Forgiveness as a State of Maine employee.
Employee assistance program 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.