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Office Specialist I / Bureau of Motor Vehicles

State of Maine -
Augusta, ME

Apply Now

Job Details

Full-time
$18.76 - $27.03 an hour
7 days ago

Benefits

Paid holidays
Health insurance
Dental insurance
Dependent health insurance coverage
Retirement plan

Qualifications

Research
Administrative experience
Clerical experience

Full Job Description

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.

Department: Secretary of State /Bureau of Motor Vehicles

Division: Title Services
Location: Augusta
Schedule: Monday - Friday

Grade: 16
Salary: $18.76 - $27.03

Closing Date: Augusta 19, 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 will play a vital role in assisting with the development of the Electronic Lien Titling (ELT) program. This position will serve as the lead person in responding to the Electronic Titling email inbox, onboarding lienholders and service providers, reviewing error reports, and taking appropriate action. The Office Specialist I will provide ELT guidance and administrative support while exercising independent judgment, initiative, and decision-making on a variety of matters.

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:

Examining motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership and compliance with applicable regulations.
Providing electronic lien title guidance, and administrative support using independent judgment, initiative, and decision-making on varied matters.
Reviewing input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
Reviewing, approving, rejecting, denying, and entering data for lienholder and service provider applications for the Electronic Lien Titling Program.
Independently determining which method of correspondence to use when communicating with vehicle owners, dealers, lienholders, service providers and others to acquire missing information or to resolve problems.
Provides services to internal and external customers by phone, email, and in-person.
Perform various clerical duties within the unit.

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.

Exceptional interpersonal skills
Ability to engage and communicate with outside agencies and maintain professionalism.
High level attention to detail
Knowledge of the principles, practices, and equipment related to quality control of data input and output.
Knowledge of the laws and practices related to the title and ownership of motor vehicle titles.
Ability to verify, code, compute, and/or reconcile data on standard documents.
Ability to conduct research, gather information, and analyze results to reach a conclusion.
Ability to examine motor vehicle title applications and associated documents such as liens, chain of ownership, vehicle and odometer information, and signatures to determine vehicle ownership.
Ability to communicate effectively both orally and in writing.
Ability to manage time efficiently and prioritize work.

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 ($12,213.60 - $13,650.48 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 ($365.28 annual value).

Retirement Plan: The State contributes the equivalent of 14.06% 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 [email protected]

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

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.

Apply Now

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