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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Department: Secretary of State / Bureau of Motor Vehicles

Division: Finance

Location: Augusta
Schedule: Monda y – Friday 8:00 am-4:30 pm

Grade: 11

Salary: $17.47 - $24.10 (includes 2.5% recruitment & retention stipend)

Closing Date: June 2, 2026

All New hires start at step 1

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:

The Office Associate I at the Bureau of Motor Vehicles (BMV) is part of a five-member team that receives and reconciles funds with supporting paperwork from the daily reports of all BMV branch offices and administrative office units, as well as from the weekly reports of all 486 state municipalities. This entry-level position in the BMV’s Accounting unit involves working with members of both the accounting unit and the BMV’s administrative office to solve problems that arise with paperwork and payments, such as incorrectly written checks or discrepancies in daily Point of Sale (POS) reports. This position also involves regular communication with municipal agents by email and phone to clarify discrepancies in weekly reports. 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.
• 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:

• Receive and log mail from BMV branches and municipalities.
• Review daily POS reports from BMV administrative office units and branches to verify the accuracy of totals for each type of payment received.
• Process the weekly reports sent in by municipalities to verify that the State fees forwarded to the BMV by each municipality match the supporting documentation from the municipality, then accurately enter the data into the BMV database along with the revenue to be deposited. This involves counting registrations, title applications, and sales tax forms submitted, and alerting the municipal agents to missing documents, overpayments, and underpayments.
• Work with municipal agents, your supervisor, and other BMV units to identify and resolve issues arising from incorrectly processed fees, system errors, and mishandled paperwork.
• Ensure all paperwork received is filed correctly for processing by the Central Files department, Registrations department, Audit department, and Titles department.
• Maintain a positive attitude when handling discrepancies, as well as patience with new processes, standards, and priorities.

In the first 6–12-month expectation:

• Become familiar with common errors in reports and how to address them.
• Recognize checks that the BMV currently accepts.
• Fill out paperwork, enter data, and file documents with nearly 100 percent accuracy.
• Recognize class codes, types of registrations, and fee types.

Preferences will be given to candidates who have:

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 modern office practices to perform complex office support tasks that are similar in nature, and 2) the ability to use independent judgment in handling exceptions to establish work assignments, priorities, and schedules. All positions in this classification assume the qualifications of: Office Assistant I , and Office Assistant 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 ($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 employees’ pay towards the Maine Public Employees Retirement System (MainePERS).

Contact information:

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

Application Instructions:

To apply, click “Apply for this opening” and upload your cover letter, resume, and any relevant transcripts or certifications. Your resume must include month/year for each position and list related duties and responsibilities. Please note if any experience was part-time.

Need a paper application? Download one [ HERE ] or call 207-441-9993.

Submit paper applications, cover letter, and resume before the closing date to:

Office of Human Resources
Secretary of State, Office of Human Resources
101 Hospital Street
Augusta, ME 04330
Fax: 207-624-9313

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.