Administrative Assistant – Vehicle Services

Location: Augusta,Maine,United States

Administrative Assistant – Vehicle Services

Opening: May 8, 2024

Deadline: May 22, 2024

Are you looking for a rewarding career with opportunity for advancement and weekends off? Do you enjoy contributing to a team and providing excellent customer service? If you thrive on quality and contributing to the safety of the roads in Maine, we want you on our team!!

The Bureau of Motor Vehicles is seeking an experienced administrative professional to provide support to the office managers and Division Director of Vehicle Services.  This position assists with complex clerical responsibilities and functions as they relate to program procedures and processes that require knowledge of the registration programs.

This position requires exercising independent judgement, critical thinking, attention to detail, initiative, and discretion. This position reports to the Division Director, and works on-site, Monday through Friday from 8:00 a.m. to 5:00 p.m.

Apply Now.  We offer superior benefits (highlighted below) including: 13 paid holidays, 12 sick days and 3+ weeks’ vacation to start! 

Responsibilities include:  

• 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 questions are addressed satisfactorily.
• Respond to and advise supervisor regarding complicated or sensitive customer related issues.
• Assist with review and documentation of registration work methods, processes, and procedures.
• Make recommendations for possible law, policy, or procedural changes.
• Assist with the development and updating of registrations forms.
• Manage special and ongoing projects related to registration plates, specialty registration programs, and the Division’s website pages.
• Review and update the Division’s procedures manual.
• Communicate effectively, act as an intermediary with public and private contacts, as approved.
• Schedule meetings, prepare meeting agenda, record minutes, and maintain schedule/calendar; seek feedback from meeting participants, make travel arrangements and prepare expense reports. Use proofreading and editing skills.
• Produce/create various presentation media and other methods of conveying information. 
• Manage, organize, and create correspondence, reports, schedules, spreadsheets, graphs, charts related to the registration program.  

To be successful, you must be able to:

• Use Microsoft Office Suite products and other Motor Vehicle software programs at advanced levels.
• Apply critical thinking skills when dealing with tasks to make independent decisions or recommendations to a resolution.
• Apply knowledge of registration and title laws, policies, procedures, and administrative rules including, title and registration suspension and revocation process.
• Analyze data and use it to inform strategic approaches to daily and long-term operations.
• Use discretion and judgment in dispensing information.
• Understand and promote management goals as they affect day-to-day operations.
• Communicate and interact effectively with a diverse base of customers, attorneys, law enforcement, public officials, bureau staff and a variety of agency contacts, while being courteous and professional.

Minimum Qualifications:  

• Training, education, or experience in office and administrative support work.
• Demonstrates competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills.
• The ability to use independent judgment, initiative, and discretion to make determinations on varied matters. 

Job Class Code: 6546 (Office Specialist I)
Grade: 16
Salary: 18.21 to $25.23 Salary Schedule: Administrative Services Grade 16

For more information or questions, please contact: Jennifer Wilson or call (207) 624-9012.

Why join our team?

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing w