Office Associate I / Bureau of Motor Vehicle

State of Maine•Augusta, ME

1d•$17 - $24

About The Position

The Accounting Associate at the Bureau of Motor Vehicles (BMV) is part of a five-member team that receives and reconciles funds with supporting paperwork from the daily reports of all BMV branch offices and administrative office units, as well as from the weekly reports of all 486 state municipalities. This entry-level position in the BMV’s Accounting unit involves working with members of both the accounting unit and the BMV’s administrative office to solve problems that arise with paperwork and payments, such as incorrectly written checks or discrepancies in daily Point of Sale (POS) reports. This position also involves regular communication with municipal agents by email and phone to clarify discrepancies in weekly reports. 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.

Requirements

Customer Service Excellence: Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
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.
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.
Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of modern office practices to perform complex office support tasks that are similar in nature, and 2) the ability to use independent judgment in handling exceptions to established work assignments, priorities, and schedules.
All positions in this classification assume the qualifications of: Office Assistant I, and Office Assistant II.
Applicants must be authorized to work in the United States.
The successful candidate must pass a National Criminal Background check, which may include fingerprinting.

Nice To Haves

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.

Responsibilities

Receive and log mail from BMV branches and municipalities.
Review daily POS reports from BMV administrative office units and branches to verify the accuracy of totals for each type of payment received.
Process the weekly reports sent in by municipalities to verify that the State fees forwarded to the BMV by each municipality match the supporting documentation from the municipality, then accurately enter the data into the BMV database along with the revenue to be deposited. This involves counting registrations, title applications, and sales tax forms submitted, and alerting the municipal agents to missing documents, overpayments, and underpayments.
Work with municipal agents, your supervisor, and other BMV units to identify and resolve issues arising from incorrectly processed fees, system errors, and mishandled paperwork.
Ensure all paperwork received is filed correctly for processing by the Central Files department, Registrations department, Audit department, and Titles department.
Maintain a positive attitude when handling discrepancies, as well as patience with new processes, standards, and priorities.

Benefits

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 ($11,196.96 - $12,514.32 annual value), depending on salary. Use this chart to find premium costs 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 ($387.62 annual value).
Retirement Plan: The State contributes the equivalent of 14.11% of the employees’ pay towards the Maine Public Employees Retirement System (MainePERS).

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