Office Specialist I - Bureau of Motor Vehicles

State of Maine•Augusta, GA

3d•Onsite

About The Position

The Office Specialist I works in the Bureau of Motor Vehicles’ Municipality Section as part of a four-member team supporting the review of weekly reports from Maine’s 486 municipalities. The position provides administrative and customer service support, including processing, reviewing, and verifying electronic documents; collecting and reconciling reports and revenue; updating registration records; and preparing reports, letters, memos, and newsletters. The work is detail-oriented and time-sensitive, involves handling a high volume of paperwork and customer interactions, and requires learning and applying Title 29-A laws, policies, and procedures. Independent decision-making is essential, and additional duties may be assigned by the unit supervisor. The role includes regular communication with municipal agents by email and phone and responding to customer inquiries in writing, by telephone, and in person. The position is part-time, 34 hours per week, Monday through Friday, in Augusta, Maine. The successful candidate will provide courteous, accurate, and efficient service in a fast-paced environment; collaborate with colleagues; adapt to changing procedures, policies, and technologies; communicate rules and processes clearly; and resolve issues while maintaining professionalism. Candidates should be able to manage multiple priorities, work independently with minimal supervision, and maintain accuracy under time pressure. The role also involves operating standard office equipment and maintaining electronic and manual records and training materials. Applicants need training, education, or experience in office and administrative support work demonstrating proficient knowledge of modern office practices for advanced administrative support tasks requiring specialized skills, and the ability to use independent judgment, initiative, and discretion. Applicants must be authorized to work in the United States. The position is not eligible for visa sponsorship or STEM OPT extensions. The successful candidate must complete an I-9 form and pass a National Criminal Background check, which may include fingerprinting.

Requirements

Training, education, or experience in office and administrative support work demonstrating proficient knowledge of modern office practices for advanced administrative support tasks requiring specialized skills.
Ability to use independent judgment, initiative, and discretion to make determinations on varied matters.
Strong attention to detail, problem-solving ability, and accuracy when processing high volumes of paperwork and customer interactions.
Strong verbal and written communication skills, including the ability to explain complex rules and processes clearly.
Ability to provide courteous, accurate, and efficient customer service in a fast-paced setting with a diverse public.
Ability to work effectively within a team and adapt to new procedures, policies, technologies, and changing priorities.
Ability to manage multiple priorities, meet deadlines, and maintain accuracy and customer satisfaction.
Applicants must be authorized to work in the United States.
Successful candidates must complete an I-9 form and pass a National Criminal Background check, which may include fingerprinting.

Nice To Haves

Digital fluency and comfort learning and adopting new technologies.
Experience streamlining or digitizing paper-based work.
Curiosity about emerging workplace tools and judgment to evaluate and verify their output before relying on it.
A proactive, independent approach to managing priorities and completing tasks with minimal supervision.

Responsibilities

Respond to written, telephone, and in-person customer inquiries.
Collect, validate, and reconcile revenue.
Process registrations, vanity plates, disability applications, and related transactions.
Maintain and respond to BMV Municipal inbox requests via Outlook.
Verify, enter, and update computer records.
Identify and resolve issues, including quality control concerns.
Review and verify registration documents.
Create reports, letters, memos, and newsletters.
Organize and maintain electronic and manual filing systems.
Operate standard office equipment, including printers, copiers, fax machines, validators, adding machines, document counters, and cash machines.
Update and maintain training materials.
Communicate regularly with municipal agents by email and phone.
Assist with reviewing weekly reports from state municipalities.
Learn and apply Title 29-A laws, policies, and procedures.

Benefits

13 paid holidays, 12 days of sick leave, and more than three weeks of vacation leave annually; vacation accrual increases with years of service, and overtime-exempt employees receive personal leave.
The State pays 85%–95% of employee-only health insurance premiums, depending on salary; dependent coverage is also available.
The State pays 100% of employee-only dental insurance premiums.
Retirement plan contributions equivalent to 14.06% of employee pay toward MainePERS.
Gym membership reimbursement of up to $40 per month.
Health and dependent care flexible spending accounts.
Eligibility for Public Service Student Loan Forgiveness.
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.