Office Specialist I / Bureau of Motor Vehicles

State of Maine • Augusta, ME

10d • $19 - $27 • Onsite

About The Position

The Office Specialist I will play a vital role in assisting with the development of the Electronic Lien Titling (ELT) program. This position will serve as the lead person in responding to the Electronic Titling email inbox, onboarding lienholders and service providers, reviewing error reports, and taking appropriate action. The Office Specialist I will provide ELT guidance and administrative support while exercising independent judgment, initiative, and decision-making on a variety of matters.

Requirements

• 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.
• Team Collaboration: Collaborate effectively with team members to provide efficient administrative support and excellent customer service.
• Communication & Interpersonal Skills – Strong verbal and written communication skills with the ability to interact professionally with staff, vendors, trainees, and members of the public from diverse backgrounds.
• Organizational & Time Management Skills – Demonstrated ability to manage multiple priorities, maintain detailed records, track program performance, and meet deadlines in a fast-paced operational environment.
• Problem Solving & Operational Decision-Making – Ability to assess operational challenges, identify process improvements, resolve scheduling or service issues, and make sound decisions consistent with agency policies and procedures.
• Customer Service & Professionalism – Commitment to providing high-quality public service while maintaining professionalism, accuracy, and fairness in all interactions with customers, staff, and external partners.
• 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.
• Exceptional interpersonal skills
• Ability to engage and communicate with outside agencies and maintain professionalism.
• High level attention to detail
• Knowledge of the principles, practices, and equipment related to quality control of data input and output.
• Knowledge of the laws and practices related to the title and ownership of motor vehicle titles.
• Ability to verify, code, compute, and/or reconcile data on standard documents.
• Ability to conduct research, gather information, and analyze results to reach a conclusion.
• Ability to examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership.
• Ability to communicate effectively both orally and in writing.
• Ability to manage time efficiently and prioritize work.

Responsibilities

• Examining motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership and compliance with applicable regulations.
• Providing electronic lien title guidance, and administrative support using independent judgment, initiative, and decision-making on varied matters.
• Reviewing input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
• Reviewing, approving, rejecting, denying, and entering data for lienholder and service provider applications for the Electronic Lien Titling Program.
• Independently determining which method of correspondence to use when communicating with vehicle owners, dealers, lienholders, service providers and others to acquire missing information or to resolve problems.
• Provides services to internal and external customers by phone, email, and in-person.
• Perform various clerical duties within the unit.

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
• The State of Maine pays 85%-95% of employee-only premiums for Health Insurance Coverage
• The State of Maine pays 100% of employee-only dental premiums for Dental Insurance
• The State contributes the equivalent of 14.06% 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