Director of Administrative Services - Bureau of Motor Vehicles

State of Maine•Augusta, GA

1d•Onsite

About The Position

The Director of Administrative Services is an executive-level position in the Department of the Secretary of State’s Bureau of Motor Vehicles, reporting directly to the Deputy Secretary of State for the Bureau of Motor Vehicles. The role provides strategic oversight of the Bureau’s administrative operations and support functions, including facilities management, records management and retention, administrative operations, and related business services. It also coordinates oversight of the Bureau’s financial and revenue-related activities, using knowledge of governmental financial practices to monitor information, identify trends and issues, support operational decisions, and align administrative work with available resources. The Director serves as a strategic administrative partner to the Deputy Secretary and BMV leadership. The position translates organizational priorities into effective administrative practices, improves internal processes, coordinates resources, and ensures that the Bureau’s administrative infrastructure supports its operational and strategic goals. The Director works with staff, State agencies, municipalities, and other partners, and leads and develops the Administrative Division team. During the first 6–12 months, the Director is expected to learn the Bureau’s administrative structure, operations, facilities, records requirements, business processes, financial systems, revenue streams, municipal reporting requirements, budget structure, and financial processes. The Director will build working relationships with BMV and State partners; assess administrative procedures, controls, facilities, and records practices; improve financial monitoring and communication; support budgets and work programs; identify opportunities to streamline processes; and establish clear performance expectations while supporting team development. The position requires the ability to lead complex administrative and operational functions, supervise professional staff or subordinate managers, develop and implement procedures, and collaborate with organizational leaders and internal and external partners. Candidates must have sufficient knowledge of governmental budgeting, financial reporting, revenue, and financial management to interpret information, monitor resources, identify trends and variances, and communicate findings to decision-makers. A typical qualifying background includes a bachelor’s degree in a related field and six years of progressively responsible professional experience, including staff supervision; relevant professional experience may substitute for the degree. The position is full-time and confidential. The successful candidate must be authorized to work in the United States and pass a National Criminal Background check, which may include fingerprinting. Visa sponsorship and STEM OPT extensions are not available.

Requirements

Any combination of education, training, and professional experience that demonstrates the ability to perform the essential functions of the position.
A typical qualifying background includes a bachelor’s degree in public administration, business administration, finance, accounting, management, or a related field and six years of progressively responsible professional experience in administrative management, public administration, operations, budgeting, financial administration, or a related field, including supervising staff; relevant professional experience may substitute for the degree.
Demonstrated experience leading or managing complex administrative or operational functions.
Demonstrated experience supervising professional staff or subordinate managers.
Demonstrated experience developing and implementing administrative procedures.
Demonstrated ability to collaborate with organizational leadership and internal or external partners.
Sufficient knowledge of governmental budgeting, financial reporting, revenue, and financial management to interpret financial information, monitor resources, identify trends and variances, and clearly communicate financial information to decision-makers.
Strong organizational judgment and effective communication skills, and the ability to manage competing priorities and build collaborative relationships.
Authorization to work in the United States.
Successful completion of a National Criminal Background check, which may include fingerprinting.

Nice To Haves

Proven experience leading administrative operations within a State, municipal, county, or other complex public-sector organization.
Experience managing or overseeing facilities, records management, organizational operations, business services, or related administrative support functions.
Experience with governmental budgets, financial reports, revenue, municipal reporting, or other public-sector financial operations.
Experience using financial information to identify trends, explain variances, evaluate resource needs, and support operational decision-making.
Experience developing, implementing, or improving administrative policies, procedures, systems, or internal controls.
Experience collaborating with multiple divisions, government agencies, municipalities, or other external partners.
Experience supervising professional staff or managers and building effective, accountable teams.
Working knowledge of governmental accounting, budgeting, procurement requirements, records management, facilities operations, and internal controls.
Experience with the State of Maine Budget & Financial Management System (BFMS), HRIS Workday, or comparable governmental financial or administrative systems.
A bachelor’s degree in public administration, business administration, finance, accounting, management, or a related field; an advanced degree or professional certification is preferred.
Experience with facilities management, records management and retention, municipal reporting, or other governmental administrative functions.
Experience leading organizational change, improving administrative systems, and developing high-performing teams.

Responsibilities

Provide overall leadership for BMV administrative operations, including facilities management, records management and retention, and related administrative services.
Coordinate oversight of BMV financial and revenue-related activities and provide leadership with timely, accurate information for operational decisions.
Monitor budgets, expenditures, revenues, and financial trends, and communicate significant issues, variances, and resource needs to Bureau leadership.
Support the development, monitoring, and implementation of budgets, work programs, and other financial plans affecting BMV operations.
Develop and maintain administrative procedures, evaluate their effectiveness, and improve methods of operation where appropriate.
Work with BMV leadership and State partners to identify fiscal and operational impacts of proposed initiatives, legislation, policy changes, and organizational changes.
Coordinate with municipalities and other partners regarding BMV revenue, reporting, and related administrative requirements.
Lead facilities planning, space utilization, maintenance coordination, and other administrative infrastructure needs.
Oversee records management and retention activities and promote consistent practices that support legal, operational, and public-access requirements.
Partner with State agencies, including the Bureau of General Services, Office of the State Controller, Office of State Procurement Services, and Department of Audit, on administrative and operational matters.
Coordinate with finance and audit professionals on appropriate financial, compliance, and audit activities, ensuring requested information and documentation are available.
Identify opportunities to improve administrative efficiency, reduce unnecessary processes, strengthen internal controls, and improve service delivery.
Lead and develop a collaborative team in support of Bureau goals, promoting fair and consistent decision-making across the division and Bureau.
Assess administrative procedures, facilities, records practices, financial reporting processes, and internal controls, and recommend improvements.
Establish working relationships with the Secretary of State’s Leadership Team, BMV division directors, administrative staff, municipalities, and State partners.

Benefits

13 paid holidays annually.
12 days of sick leave annually.
Three or more weeks of vacation leave annually, with accrual increasing with years of service.
Personal leave for overtime-exempt employees.
State payment of 85%–95% of employee-only health insurance premiums, depending on salary.
State payment of 100% of employee-only dental insurance premiums.
State retirement contribution equivalent to 18.86% of employee pay to MainePERS.
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.
Living Resources employee assistance 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 pre-tax retirement savings through a MaineSaves 457(b) deferred compensation account.