Secretary Associate / Bureau of Motor Vehicles

State of Maine • Augusta, ME

7d • $18 - $26 • Hybrid

About The Position

We are seeking a detail-oriented Secretary Associate to provide crucial administrative support with the Bureau of Motor Vehicle. In this role, you will manage case files, handle communications with internal and external stakeholders, and assist hearing officers with the hearing process, all while maintaining compliance with state policies and confidentiality requirements.

Requirements

• Customer Service Excellence: Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
• High Volume Readiness: Comfortable handling large numbers of customer interactions per day while maintaining composure and professionalism.
• Team Collaboration: Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.
• 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.
• Emotional Intelligence: Empathetic, self-aware, and able to manage high-stress interactions with tact.
• Conflict Resolution: Handle difficult or emotional customer situations with patience and effectiveness.
• Time Management: Prioritize tasks and complete assignments accurately and on time.
• Commitment to Excellence: Dedication to high-quality work, accuracy, and upholding public trust.
• Continuous Improvement: 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 solid knowledge of the principles and practices of office processes and administrative functions to perform complex secretarial support tasks, 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: Secretary.
• 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

• Proficiency in Microsoft Office Suite or similar software.
• Experience with Adobe Pro.
• Strong Communication and customer skills.
• Demonstrated ability to work as a team player with positive, adaptable attitude.
• Experience handling sensitive information with discretion.

Responsibilities

• Research, compile, and analyze information to make recommendations.
• Serve as a liaison to the public, law enforcement, and law offices, using discretion when sharing information.
• Respond to inquiries via phone, email, and in person regarding the hearing process and division rules.
• Assist hearing officers by preparing case files, scheduling hearings, transcribing decisions, and managing hearing recordings.
• Process daily mail and manage hearing continuance requests and stays of suspension.
• Utilize Microsoft Office Suite, Adobe Pro, Zoom, and other relevant software effectively.

Benefits

• Work-Life Fit: Take time for yourself with 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with years of service, and 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. Use this chart to find premium costs for you and your family, including the percentage of dependent coverage paid by the State.
• 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 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
• Number of Employees: 5,001-10,000 employees