Office Specialist I / Bureau of Motor Vehicles

About the role

This Office Specialist I position serves as a key member of the Exams Unit, providing advanced administrative and operational support for examination scheduling, application processing, and customer service functions. The incumbent is responsible for coordinating examinations and examiners, maintaining accurate records, and ensuring examination activities are conducted in accordance with established policies, procedures, and timelines. Working with a high degree of independence, the position exercises judgment and discretion in evaluating applications, resolving scheduling conflicts, and determining appropriate actions based on established guidelines. The incumbent reviews and processes information from federal and nationwide verification systems, including the Systematic Alien Verification for Entitlements (SAVE) Program, United States Passport Verification System, Transportation Security Administration (TSA), Report Out-of-State Test Results, and the American Association of Motor Vehicle Administrators (AAMVA), to support eligibility and examination determinations. This role requires proficiency in modern office technology, strong organizational and communication skills, and the ability to manage multiple priorities in a fast-paced environment. Success in this position depends on attention to detail, sound decision-making, and a thorough understanding of examination processes, administrative procedures, and customer service principles.

Requirements

• 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.
• Technical Proficiency: Familiarity with Microsoft Office, MS Teams, and BMV systems for recordkeeping, presentations, and exam administration.
• Team Collaboration: Ability to coordinate effectively with district supervisors, the Chief Examiner, and staff across the state.
• 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:
• Comply with the requirements of State and Federal policies, including those concerning human resource components of security protocols of agency information security and confidentiality for state purposes.
• Review and maintain applications, associated fees, s

Benefits

Additional Information

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: Exams Location: Augusta Schedule: Monday - Friday Grade: 16 Salary: $18.76 - $27.03 Closing Date: July 2, 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.

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