Secretary Associate - 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.

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Position: Secretary Associate

Department: Secretary of State - Bureau of Motor Vehicles

Division: Hearings

Location: Augusta, Maine

Schedule: Monday – Friday – (Potential for limit remote work, after 6-month probation)

Job Class: 6558

Grade: 15

Salary: $19.09 - $27.50

Closing Date: October 20, 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 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.

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.

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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.

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In This Role You Will:

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- 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.

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

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 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. 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 (https://www.maine.gov/bhr/oeh/benefits/som-health-plan/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 (https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service).

- 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 (https://www.maine.gov/bhr/state-employees/workplace-posters).

- Voluntary Deferred Compensation:  Save additional pre-tax funds for retirement in a  MaineSaves 457(b) account (https://www.maine.gov/bhr/oeh/benefits/Saving_for_Retirement) 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. 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.