Administrative Assistant - Vehicle Services

Location: Augusta,Maine,United States

Position: Administrative Assistant
Department: Bureau of Motor Vehicles - Vehicle Services
Schedule: Monday - Friday 8:00AM - 5:00PM
Job Class: 6546 (Office Specialist I)

Salary: $18.76 - $27.03 hourly

Closing Date: May 7, 2025

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:

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 and forms. 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 ques