Office Specialist I / Bureau of Motor Vehicles

State of Maine • Augusta, ME

16h • $19 - $27 • Onsite

About The Position

This Office Specialist I position serves as a key member of the Exams Unit, providing advanced administrative and operational support for examination scheduling, application processing, and customer service functions. The incumbent is responsible for coordinating examinations and examiners, maintaining accurate records, and ensuring examination activities are conducted in accordance with established policies, procedures, and timelines. Working with a high degree of independence, the position exercises judgment and discretion in evaluating applications, resolving scheduling conflicts, and determining appropriate actions based on established guidelines. The incumbent reviews and processes information from federal and nationwide verification systems, including the Systematic Alien Verification for Entitlements (SAVE) Program, United States Passport Verification System, Transportation Security Administration (TSA), Report Out-of-State Test Results, and the American Association of Motor Vehicle Administrators (AAMVA), to support eligibility and examination determinations. This role requires proficiency in modern office technology, strong organizational and communication skills, and the ability to manage multiple priorities in a fast-paced environment. Success in this position depends on attention to detail, sound decision-making, and a thorough understanding of examination processes, administrative procedures, and customer service principles.

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.
• Technical Proficiency: Familiarity with Microsoft Office, MS Teams, and BMV systems for recordkeeping, presentations, and exam administration.
• Team Collaboration: Ability to coordinate effectively with district supervisors, the Chief Examiner, and staff across the state.
• 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.
• Knowledge of applicable state and federal laws, regulations, policies, and procedures related to motor vehicle operations, compliance, eligibility determinations, and administrative processes.
• Knowledge of verification, audit, and research techniques used to evaluate applications and support documentation.
• Ability to coordinate and schedule written and road test examinations, examiners, and resources across multiple locations.
• Ability to review, verify, code, reconcile, and maintain accurate records and documentation.
• Ability to monitor workflows, track outstanding items, and ensure timely follow-up and resolution.
• Ability to analyze information from multiple sources and make accurate determinations in accordance with established guidelines.
• Ability to review reports and system-generated data for accuracy, completeness, and compliance.
• Ability to perform mathematical calculations and maintain accurate records.
• Ability to provide excellent customer service and communicate effectively with applicants, customers, and stakeholders, both orally and in writing.
• Ability to organize work, manage competing priorities, and solve problems independently.
• Ability to use office technology and business software proficiently.
• Ability to perform occasional physical tasks associated with office operations.
• 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 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

• Examination experience, and other Bureau of Motor Vehicles applications related to driver license services.

Responsibilities

• Comply with the requirements of State and Federal policies, including those concerning human resource components of security protocols of agency information security and confidentiality for state purposes.
• Review and maintain applications, associated fees, schedules, cancels and reschedules written and road exams for commercial driver's license (which includes CDL License), non-commercial and motorcycle driver licenses and processing all fees associated with those transactions.
• Review applications along with supporting identification documents such as original birth certificates, social security cards and foreign documents to determine legal presence.
• Code, compute, verify, post reconcile, and/or update standard documents and financial transactions using Point of Sale system and validation device and reconciles any differences.
• Interprets and explains Motor Vehicle laws, rules and regulations and bureau policies and procedures in order to present routine factual information to members of the public and other officials.
• Organizes, records and maintains computerized and manual files by sorting and preparing documents and forms for document management.
• Review, codes, and prepares documents/forms; sorts of documents/forms according to the job.
• Coordinates with BMV Branch employees and the Driver/Rider Education unit to process permits for new drivers.
• Coordinates with the Chief Driver License Examiner and other Examiner Supervisors to create and adjust scheduling for exams and examiners.
• Review and resolves issues identified through batch, automated, inter-agency processing.
• Answer phone calls from the public including a main line and branch line providing support to 13 branch offices and support field driver license examiners.

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 ($11,196.96 - $12,514.32 annual value), depending on salary.
• 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