Senior Administrative Assistant

State of Maine • Augusta, ME

1d • $19 - $27

About The Position

As a Senior Administrative Assistant, you will manage the printing, sorting, mailing, and inventory control of vehicle titles while supporting the development and ongoing management of the Electronic Lien Titling (ELT) program. Responsibilities include onboarding lienholders and service providers, responding to inquiries, reviewing error reports, and coordinating corrective actions. You will work closely with the ELT Office Specialist I and internal partners to ensure accurate processing, compliance, and efficient service delivery in a fast-paced environment.

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.
• Ability to verify, code, compute, and reconcile data on standard documents.
• Ability to conduct research, gather information, and analyze results to reach a conclusion.
• Ability to compose, review, and edit complex and/or technical business correspondence.
• Ability to oversee and maintain inventory/supplies.
• Ability to review electronic information system inputs and outputs and develop and implement quality control and quality assurance standards.
• Ability to effectively plan and adjust work operations to meet planned and unexpected changes.
• Ability to repair, service, clean, and/or maintain issued materials.
• Knowledge of computer interface rules and query/research techniques.
• 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 II.

Nice To Haves

• Preferences include experience with customer conflict resolution and a proven track record of providing superior customer service.

Responsibilities

• Manage title inventory and requisition supplies as needed
• Review and process title documents, ensuring accuracy and completeness
• Analyze error reports and take corrective action
• Communicate with stakeholders via phone, email, and written correspondence
• Maintain and update computer records to ensure data integrity
• Have strong organizational skills and attention to detail
• Have experience with data analysis and quality control
• Possess excellent communication and customer service skills
• Be able to manage multiple complex tasks and prioritize workload
• Have experience with modernizing work processes and leveraging technology to improve efficiency
• Be initiative-driven with the ability to cross-train across different areas to fill operational gaps as needed

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: 1-10 employees