Administrative Assistant - Bureau of Motor Vehicles

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Position: Administrative Assistant

Department: Secretary of State - Bureau of Motor Vehicles

Division: Vehicle Services

Location: Augusta, Maine

Schedule: Monday – Friday, 8:00 a.m. - 5:00 p.m.

Job Class: Office Specialist I - 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 excellent 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:

We are seeking motivated candidates for the position of Administrative Assistant in the Vehicle Services Division. As an Administrative Assistant, you will play a vital role in supporting the operations of a vehicle registration division by responding to public inquiries, resolving customer issues, and assisting with sensitive or complex registration matters. This role involves conducting research, compiling data, and producing reports to aid in problem-solving and decision-making. You will contribute to the continuous improvement of registration processes by reviewing current procedures, recommending changes to laws or policies, and updating documentation, forms and procedures manuals. Project management responsibilities include overseeing initiatives related to registration plates, specialty programs, and website content. Strong communication and organizational skills are essential, as the position also involves coordinating meetings, creating presentations, proofreading materials, and managing a variety of administrative tasks such as scheduling, correspondence, and travel arrangements.

What We’re Looking For:

• Team Collaboration: Ability to work effectively within a team, contributing to shared goals and helping others succeed.
• Communication Skills: Clear and effective communication with colleagues, management, and stakeholders to ensure alignment and clarity.
• Adaptability: Willingness and ability to adapt to changing priorities, processes, and technologies.
• Problem-Solving: Strong critical thinking skills to identify issues and propose innovative solutions.
• Attention to Detail: A focus on accuracy and thoroughness in completing tasks and managing responsibilities.
• Professionalism: Maintain a positive and respectful work environment through thoughtful, courteous interactions.

Key Competencies We Value:

• Emotional Intelligence: Ability to understand and connect with others, showing empathy while maintaining professionalism and accountability.
• Conflict Resolution & Feedback: Skill in managing difficult situations and offering constructive feedback with tact and respect.
• Time Management: Strong organizational and multitasking abilities to balance various responsibilities effectively.
• Commitment to Excellence: Dedication to achieving high standards in service delivery and personal work performance.
• Continuous Improvement: A mindset focused on improving processes, learning new skills, and supporting team development.

In This Role You Will:

• Respond to requests for registration information.
• Research, assemble, and report information to assist with problem-solving and decision-making.
• Ensure customer-related complaints, problems, and questions are addressed satisfactorily.
• Respond to and advise supervisor regarding complicated or sensitive customer related issues.
• Assist with review and documentation of registration work methods, processes, and procedures.
• Make recommendations for possible law, policy, or procedural changes.
• Assist with the development and updating of registrations forms.
• Manage special and ongoing projects related to registration plates, specialty registration programs, and the Division’s website pages.
• Review and update the Division’s procedures manual.
• Communicate effectively, act as an intermediary with public and private contacts, as approved.
• Schedule meetings, prepare meeting agenda, record minutes, and maintain schedule/calendar; seek feedback from meeting participants, make travel arrangements and prepare expense reports. Use proofreading and editing skills.
• Produce/create various presentation media and other methods of conveying information. 
• Manage, organize, and create correspondence, reports, schedules, spreadsheets, graphs, charts related to the registration program.

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.

• Proficiency in Microsoft Office Suite and Motor Vehicle software programs at an advanced level.
• Strong critical thinking skills with the ability to independently make sound decisions and recommendations.
• Familiarity with vehicle registration and title laws, policies, procedures, and administrative rules, including suspension and revocation processes.
• Ability to analyze data to guide both daily tasks and long-term strategic planning.
• Demonstrated discretion and sound judgment when handling and sharing sensitive information.
• Understanding of and alignment with management goals, with the ability to support and promote them through operational decisions.
• Excellent interpersonal and communication skills, with a proven ability to interact professionally and effectively with a wide range of individuals including customers, legal professionals, law enforcement, public officials, and agency staff.

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

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.

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. 

• Dental Insurance: The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).

• Retirement Plan: The State contributes the equivalent of 14.06% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

• Gym Membership Reimbursement: Improve overall health with regular exercise and receive up to $40 per month to offset this expense. 

• Health and Dependent Care Flexible Spending Accounts: Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses. 

• Public Service Student Loan Forgiveness: The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office. 

• Living Resources Program: Navigate challenging work and life situations with our employee assistance program. 

• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receive six weeks of fully paid parental leave. Additional unpaid leave may also be available, under the Family and Medical Leave Act. 

• Voluntary Deferred Compensation: Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions. 

Contact information:

Questions about this position should be directed to Terri Kanaris Talent Acquisitions Specialist, via email Terri.Kanaris@Maine.gov

Application Instructions:

Interested applicants need to apply online by selecting the "Apply for this opening" button along with uploading a cover letter, current resume, and copies of any transcripts or certifications you wish to have considered while evaluating your application. In order for us to properly determine if you meet the minimum qualifications for any posting, you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period. Applications cannot be accepted after the posting closing date.   

If you require a paper application, please download and print one HERE or contact our office at 207-441-9993.  Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Secretary of State, Office of Human Resources, 101 Hospital Street, Augusta, ME 04330 or faxed to 207-624-9313.  Be sure title of the job you are applying for is included.  Applications cannot be accepted after the posting closing date.   

We are an Equal Opportunity Employer committed to building an inclusive workplace that respects and values diversity across all backgrounds. 

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If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.