Secretary Associate - Bureau of Motor Vehicles

State of Maine•Augusta, GA

1d•Hybrid

About The Position

We are seeking a detail-oriented Secretary Associate to provide crucial administrative support within 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

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.
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.
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.
Experience with file sharing platforms, such as OneDrive and ShareFile.

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.
College coursework, an associate degree, or other relevant post-secondary education is preferred, but equivalent work experience may be considered.

Responsibilities

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.