Office Associate II / Bureau of Motor Vehicles / Anticipated Vacancy

Secretary of State • Augusta, GA

4d • Onsite

About The Position

The Office Associate II is responsible for the processing and validation of information into our document management system. Indexing of data is performed by using Oracle/Kofax software on a personal computer. The work involves accurate and rapid entry of data in standard form, scanning documents and validation/export. Verification/Quality Assurance of the work that has been indexed requires a broad range of document knowledge as well as extreme attention to detail. This unit is responsible for validating hundreds of thousands of documents per year. This position processes a high volume of data and requires independent judgment in handling exceptions to established work assignments, priorities, and schedules. This position researches and provides copies to other sections within the bureau of motor vehicles/municipalities. These copies or information within these documents are provided to other sections and may be used within or sent to other states, municipal agencies, courts, and/or law enforcement. This position is part of team, responsible for entering the Maine Motor Vehicle Exam, History, Medical and Electronic Registrations. The processing of these documents is needed for law enforcement, municipalities, and the citizens of Maine to conduct their business.

Requirements

• Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
• Ability to work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.
• Ability to adjust quickly to new procedures, policies, and technologies as agency needs evolve.
• Focus on accuracy and thoroughness in completing tasks and managing responsibilities.
• Ability to confidently make informed decisions and stay solution-focused while managing multiple priorities without sacrificing accuracy or customer satisfaction.
• Strong verbal and written communication skills to explain complex rules and processes in a way that is easy for the public to understand.
• Ability to identify and resolve issues efficiently while maintaining a calm and helpful demeanor.
• Ability to consistently represent the Department with respect, integrity, and accountability.
• Knowledge of modern office software.
• Ability to examine documents/information, determine facts, detect errors and irregularities.
• Knowledge of the principles, practices, and equipment used in office settings.
• Ability to determine facts, detect errors and irregularities, and take appropriate action in accordance with established procedures.
• Ability to effectively resolve problems.
• Ability to exercise good judgment in appraising situations and making decisions/recommendations.
• 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, varied office support tasks, and 2) the ability to use independent decision-decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures.
• All positions in this classification assume the qualifications of: Office Assistant I, Office Assistant II, and Office Associate I.
• 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, which may include fingerprinting.

Nice To Haves

• Digital fluency and a process-improvement mindset.
• Comfort learning and adopting new technologies.
• Experience streamlining or digitizing paper-based work.
• Clear written communication.
• Curiosity about emerging workplace tools, and the judgment to evaluate and verify their output before relying on it.
• Strong written and verbal communication skills, delivering clear, professional, and audience-appropriate information.
• Ability to work 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.
• Dependability, someone able to meet deadlines, consistent attendance, following through on tasks, and working with minimal supervision in a team atmosphere.

Responsibilities

• Processing and validation of information into the document management system.
• Indexing of data using Oracle/Kofax software on a personal computer.
• Accurate and rapid entry of data in standard form.
• Scanning documents and validation/export.
• Verification/Quality Assurance of indexed work.
• Researching and providing copies to other sections within the bureau of motor vehicles/municipalities.
• Entering Maine Motor Vehicle Exam, History, Medical and Electronic Registrations.

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
• 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.
• 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).

What This Job Offers

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