Office Specialist II Supervisor / Bureau of Motor Vehicles / Anticipated Vacancy

Secretary of State • Augusta, GA

4d • Onsite

About The Position

The Office Specialist Supervisor II performs advanced supervisory office and administrative support work for the Bureau of Motor Vehicles (BMV) Title Services Division. This position oversees the daily operations of a functional unit responsible for processing motor vehicle title transactions, ensuring compliance with Maine motor vehicle laws, Bureau policies, and established procedures. This position works collaboratively with BMV leadership, branch offices, municipal agents, dealerships, financial institutions, law enforcement, and other stakeholders to support the administration of Maine's title program. Duties include analyzing operational data and trends, preparing reports, implementing procedural improvements, coordinating staff training, and ensuring compliance with performance expectations. Successful performance requires strong supervisory, organizational, analytical, and communication skills, along with extensive knowledge of office administration, motor vehicle title processing, and the ability to exercise sound judgment while managing multiple priorities in a fast-paced, customer-focused environment.

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 administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks at the statewide level that are broad in scope or functionally diverse, and 2) the ability to use independent judgment, initiative, and decision making on complex administrative matters.
• All positions in this classification assume the qualifications of: Office Assistant I , Office Assistant II , Office Associate I, Office Associate II and Office Specialist I.
• 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

• 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.
• Knowledge of Maine motor vehicle title laws, regulations, and title processing procedures, with experience interpreting and applying state and federal laws, rules, and policies related to vehicle titles.
• Experience coordinating workflow, ensuring quality standards, analyzing operational data, and implementing process improvements to enhance efficiency and service delivery.
• Experience collaborating with BMV leadership, branch offices, municipal agents, dealerships, financial institutions, and other stakeholders to support consistent statewide title operations.
• Proficiency using title processing systems, electronic records management systems, and Microsoft Office Suite.
• Experience leading and developing staff, coordinating assignments and priorities, providing clear direction and feedback, supporting sound decision-making, and promoting accountability, consistency, and high-quality service.

Responsibilities

• Supervise, coach, and develop staff responsible for processing motor vehicle title transactions.
• Coordinate daily workflow and assign work to ensure timely and accurate processing of title applications.
• Monitor production, quality, and performance standards while ensuring compliance with established policies and procedures.
• Resolve complex title issues by interpreting Maine motor vehicle statutes, administrative rules, and Bureau policies.
• Provide technical guidance and serve as a subject matter expert on title processing and program requirements.
• Ensure the accuracy, integrity, and confidentiality of motor vehicle title records.
• Identify operational challenges, recommend process improvements, and implement solutions to enhance efficiency and customer service.
• Analyze workload, performance metrics, and operational trends to support informed decision-making.
• Collaborate with BMV leadership, branch offices, municipal agents, dealerships, financial institutions, and other stakeholders to ensure consistent statewide title operations.

Benefits

• 13 paid holidays
• 12 days of sick leave
• 3+ weeks of vacation leave annually
• Vacation leaves 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 14.11% of the employee's 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