Office Specialist I / Bureau of Motor Vehicles

State of Maine • Augusta, GA

9d • Onsite

About The Position

The Office Specialist I position in Enforcement Services Division provides office and administrative support to the division detectives and will assist law enforcement and the public with regulatory inquiries and needs. This position will be responsible for providing back - up telephone assistance to the Division Enforcement Services. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. This requires excellent customer service and oral/ written communications. The Office Specialist I works under the direct supervision of the Senior Section Manager.

Requirements

• Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills, and 2) the ability to use independent judgment, initiative, and discretion to make determinations on varied matters.
• All positions in this classification assume the qualifications of: Office Assistant I , Office Assistant II , Office Associate I and Office Associate 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

• 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.
• Knowledge of programs and resources that have a compliance or eligibility component.
• Knowledge of query and research techniques.
• Ability to make intermediate mathematical calculations.
• Ability to verify, code, compute, and reconcile data on standard documents.
• Ability to track documents for follow-up action.
• Ability to perform work requiring lifting and or physical exertion may be required.
• Ability to effectively resolve problems.
• Ability to assist customers and providers with reporting eligibility, and compliance requirements.
• Ability to effectively present routine factual information to individuals and groups.

Responsibilities

• Respond to incoming telephone inquiries on the law enforcement hot line and disseminate information as applicable.
• Generate case closure notifications and distribute to the appropriate section.
• Respond to written, telephone, and in person customer inquiries concerning licensing and regulation of licensed vehicle dealers, in order to provide a range of customer services to the general public, law enforcement.
• Coordinate approved customer services and initiate requests for missing documents/ information, in order to provide all customers with the services necessary to obtain information.
• Process plate requests from enforcement and ensure timely mailing of same.
• Collect, validate, and reconcile revenue, in order to verify that the money collected for services reconciles with the amount of revenue to be deposited.
• Scanning of documents/ records
• Create reports and letters to correspond with customers and to provide statistical data for management.
• Present routine, factual information to individuals and groups.
• Accurately format and type standard business correspondence formats.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, polices, procedures, codes and documentation requirements.
• Crosstrain to serve as back - up for Dealer licensing staff.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Personal leave for overtime-exempt employees
• Health Insurance Coverage: The State of Maine pays 85%-95% of employee-only premiums
• Dental Insurance: The State of Maine pays 100% of employee-only dental premiums
• Retirement Plan: The State contributes the equivalent of 14.06% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).
• Gym Membership Reimbursement: up to $40 per month
• Health and Dependent Care Flexible Spending Accounts
• Public Service Student Loan Forgiveness
• Living Resources Program: employee assistance program
• Six weeks of fully paid parental leave for all employees welcoming a child
• Voluntary Deferred Compensation: MaineSaves 457(b) account

What This Job Offers

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