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Position: Office Specialist I

Department: Secretary of State - Bureau of Motor Vehicles

Division: Enforcement Services
Location: Augusta
Schedule: Monday - Friday 40Hrs.

Job Class & Grade: 6546 - 16
Salary: $18.76 - $27.03

Closing Date: September 17, 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 dynamic, growth-focused environment. If you are passionate about making a difference, driving success, and being part of a positive team culture, we want you on our team.

About the Position:

The Office Specialist I position in Enforcement Services Division provides office and administrative support to the division detectives and will assist law enforcement and the public with regulatory inquiries and needs. This position will be responsible for providing back - up telephone assistance to the Division Enforcement Services. Responsibilities require independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. This requires excellent customer service and oral/ written communications.

The Office Specialist I works under the direct supervision of the Senior Section Manager.

What We’re Looking For:

• 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.

• Team Collaboration:  Collaborate effectively with team members to provide efficient administrative support and excellent customer service.

Key Competencies We Value:

• Communication & Interpersonal Skills – Strong verbal and written communication skills with the ability to interact professionally with staff, vendors, trainees, and members of the public from diverse backgrounds.

• Organizational & Time Management Skills – Demonstrated ability to manage multiple priorities, maintain detailed records, track program performance, and meet deadlines in a fast-paced operational environment.

• Problem Solving & Operational Decision-Making – Ability to assess operational challenges, identify process improvements, resolve scheduling or service issues, and make sound decisions consistent with agency policies and procedures.

• Customer Service & Professionalism – Commitment to providing high-quality public service while maintaining professionalism, accuracy, and fairness in all interactions with customers, staff, and external partners.

In this role, you will:

• Respond to incoming telephone inquiries on the law enforcement hot line and disseminate information as applicable.
• Generate case closure notifications and distribute to the appropriate section.
• Respond to written, telephone, and in person customer inquiries concerning licensing and regulation of licensed vehicle dealers, in order to provide a range of customer services to the general public, law enforcement.
• Coordinate approved customer services and initiate requests for missing documents/ information, in order to provide all customers with the services necessary to obtain information.
• Process plate requests from enforcement and ensure timely mailing of same.
• Collect, validate, and reconcile revenue, in order to verify that the money collected for services reconciles with the amount of revenue to be deposited.
• Scanning of documents/ records
• Create reports and letters to correspond with customers and to provide statistical data for management.
• Present routine, factual information to individuals and groups.
• Accurately format and type standard business correspondence formats.
• Apply to routine individual cases an explanation and interpretation of applicable rules, regulations, polices, procedures, codes and documentation requirements.
• Crosstrain to serve as back - up for Dealer licensing staff.

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. 

• Knowledge of programs and resources that have a compliance or eligibility component.
• Knowledge of query and research techniques.
• Ability to make intermediate mathematical calculations.
• Ability to verify, code, compute, and reconcile data on standard documents.
• Ability to track documents for follow-up action.
• Ability to perform work requiring lifting and or physical exertion may be required.
• Ability to effectively resolve problems.
• Ability to assist customers and providers with reporting eligibility, and compliance requirements.
• Ability to effectively present routine factual information to individuals and groups.

Minimum Qualifications:

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?

No matter where you work across Maine State Government, you’ll be part of a workforce that embodies our state motto - "Dirigo" or "I lead" - providing essential services to Mainers every day. 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 the 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 ($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 [email protected]

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.  Any experience that was not full-time employment should be identified as such. 

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.