Office Specialist I - Bureau of Motor Vehicles

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State.
.
Position: Office Specialist I
Department: Secretary of State - Bureau of Motor Vehicles
Division: Vehicle Services
Location: Augusta, Maine
Schedule: Monday – Friday Part Time 34 hours
Job Class: 6546
Grade: 16
Salary: $19.60 - $28.25
Closing Date: October 28, 2026
Join Our Team at the Department of the Secretary of State:
At the Department of the Secretary of State, we are a team dedicated to providing efficient and exceptional service to our community. We prioritize work-life balance and offer great benefits to support our team in achieving professional success while maintaining personal well-being. Join a team that fosters a culture of teamwork, integrity, and continuous improvement, offering opportunities for growth and making a meaningful impact on the lives of our citizens.
Are you ready to make a difference?
We are looking for dedicated and collaborative individuals who thrive in a fast-paced, customer-focused environment. If you are passionate about delivering outstanding public service, contributing to a high-performing team, and supporting the people of Maine every day, we want you on our team.
About the Position:
The Office Specialist I at the Bureau of Motor Vehicles (BMV) is part of a four-member team that receives and assists with reviewing weekly reports of the 486 state municipalities. Provides administrative and customer service support within the Bureau of Motor Vehicles’ Municipality Section.
Responsibilities include processing reviewing and verifying electronic documents, collecting and reconciling reports, updating registration records, and preparing reports, letters, memos and newsletters. The role is detail-oriented, time-sensitive, and requires strong computer skills, as well as learning and applying Title 29-A laws, policies, and procedures. Independent decision-making is essential. Additional duties may be assigned by the unit supervisor.
This position also involves regular communication with municipal agents by email and phone. Success in this position requires strong attention to detail and problem-solving skills, as well as the ability to work quickly to process a high volume of paperwork. The ability to focus, work well with others, and adapt to shifts in processes and priorities is also needed in this role.
What We’re Looking For:
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.
Key Competencies We Value:
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.
In this role, you will:
Respond to written, telephone, and in-person customer inquiries.
Collect, validate, and reconcile revenue.
Process registrations, vanity plates, disability applications, and related transactions.
Maintain and respond to BMV Municipal inbox requests via Outlook.
Verify, enter, and update computer records.
Identify and resolve issues, including quality control concerns.
Review and verify registration documents.
Create reports, letters, memos, and newsletters.
Organize and maintain electronic and manual filing systems.
Operate standard office equipment (printers, copiers, fax machines, validators, adding machines, document counters, cash machines).
Update and maintain training materials.
Preference will be given to candidates who bring 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.
Strong written and verbal communication skills, delivering clear, professional, and audience-appropriate information.
Works independently with a proactive approach, managing priorities and completing tasks with minimal supervision.
High attention to detail and accuracy, ensuring quality work and identifying discrepancies.
MINIMUM QUALIFICATIONS:
(Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience.)
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.
Applicants must be authorized to work in the United States. Please note that this position is not eligible for visa sponsorship or STEM OPT extensions, and 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.
Why Join Our Team?
We believe in supporting our workforce's health and well-being with a valuable total compensation package, including:
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 ($12,213.69 - $14,790.59 annual value), depending on salary. Use this chart to find Premium Rates for you and your family, including the percentage of dependent coverage paid by the State.