Office Associate II / Bureau of Motor Vehicles

State of Maine • Augusta, ME

8d • $18 - $26 • 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

• 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, varied office support tasks, and 2) the ability to use independent 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.
• 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.
• Examples that they are able 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

• Knowledge of modern office software.
• 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.

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).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 5,001-10,000 employees