Office Specialist I - Bureau of Motor Vehicles

State of Maine•Augusta, ME

3d•$20 - $28•Onsite

About The Position

The Office Specialist I at the Bureau of Motor Vehicles (BMV) is part of a four-member team that receives and assists with reviewing weekly reports of the 486 state municipalities. Provides administrative and customer service support within the Bureau of Motor Vehicles’ Municipality Section. Responsibilities include processing reviewing and verifying electronic documents, collecting and reconciling reports, updating registration records, and preparing reports, letters, memos and newsletters. The role is detail-oriented, time-sensitive, and requires strong computer skills, as well as learning and applying Title 29-A laws, policies, and procedures. Independent decision-making is essential. Additional duties may be assigned by the unit supervisor. This position also involves regular communication with municipal agents by email and phone. 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

Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
Comfortable handling large numbers of customer interactions per day while maintaining composure and professionalism.
Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.
Adjust quickly to new procedures, policies, and technologies as agency needs evolve.
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.
Strong verbal and written communication skills to explain complex rules and processes in a way that is easy for the public to understand.
Identify and resolve issues efficiently while maintaining a calm and helpful demeanor.
Consistently represent the Department with respect, integrity, and accountability.
Empathetic, self-aware, and able to manage high-stress interactions with tact.
Handle difficult or emotional customer situations with patience and effectiveness.
Prioritize tasks and complete assignments accurately and on time.
Dedication to high-quality work, accuracy, and upholding public trust.
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 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.
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
The judgment to evaluate and verify their output before relying on it.
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

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 (printers, copiers, fax machines, validators, adding machines, document counters, cash machines).
Update and maintain training materials.

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 ($12,213.69 - $14,790.59 annual value), depending on salary.
Dental Insurance: The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
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: Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
Health and Dependent Care Flexible Spending Accounts: Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
Public Service Student Loan Forgiveness: The State of Maine is a qualified employer for this federal program.
Living Resources Program: Navigate challenging work and life situations with our employee assistance program.
Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receive six weeks of fully paid parental leave.
Additional unpaid leave may also be available, under the Family and Medical Leave Act.
Voluntary Deferred Compensation: Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.