Secretary Associate - Bureau of Motor Vehicles

maine; Augusta (ME); Hybrid; USD 26,000 - 37,000; Full time

Job summary

Maine Department of the Secretary of State is seeking a detail-oriented Secretary Associate for the Bureau of Motor Vehicles in Augusta, ME. The role supports hearing officers, manages case files, and communicates with the public and agencies to ensure compliant processes.

Ideal candidates will have strong customer service, high-volume handling, and digital fluency, with an emphasis on accuracy and confidentiality in a fast-paced environment.

Qualifications

• Customer-focused and able to handle inquiries in a fast-paced public service setting.
• Able to manage multiple tasks with accuracy and discretion.

Responsibilities

• Serve as a liaison to the public, law enforcement, and law offices, ensuring confidential handling of information.
• Respond to inquiries via phone, email, and in person regarding hearing processes and division rules.
• Assist hearing officers by preparing case files, scheduling hearings, transcribing decisions, and managing recordings.
• Process daily mail and manage continuance requests and stays of suspension.

Skills

Customer service

High volume

Team collaboration

Adaptability

Attention to detail

Clear communication

Problem solving

Professionalism

Emotional intelligence

Conflict resolution

Time management

Commitment to excellence

Continuous improvement

Digital fluency

Education

Associate degree

Tools

Microsoft Office

Adobe Pro

Job description

Position: Secretary Associate

Department: Secretary of State - Bureau of Motor Vehicles

Division: Hearings

Location: Augusta, Maine

Schedule: Monday - Friday - (Potential for limit remote work, after 6-month probation)

Job Class: 6558

Grade: 15

Salary: $19.09 - $27.50

Closing Date: October 20, 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 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:

We are seeking a detail-oriented Secretary Associate to provide crucial administrative support within the Bureau of Motor Vehicle. In this role, you will manage case files, handle communications with internal and external stakeholders, and assist hearing officers with the hearing process, all while maintaining compliance with state policies and confidentiality requirements.

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.
• High Volume Readiness: Comfortable handling large numbers of customer interactions per day while maintaining composure and professionalism.
• 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:

• Serve as a liaison to the public, law enforcement, and law offices, using discretion when sharing information.
• Respond to inquiries via phone, email, and in person regarding the hearing process and division rules.
• Assist hearing officers by preparing case files, scheduling hearings, transcribing decisions, and managing hearing recordings.
• Process daily mail and manage hearing continuance requests and stays of suspension.
• Utilize Microsoft Office Suite, Adobe Pro, Zoom, and other relevant software effectively.

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.

• Proficiency in Microsoft Office Suite or similar software.
• Experience with Adobe Pro.
• Strong Communication and customer skills.
• Demonstrated ability to work as a team player with positive, adaptable attitude.
• Experience handling sensitive information with discretion.
• Experience with file sharing platforms, such as OneDrive and ShareFile.
• College coursework, an associate degree, or other relevant post-secondary education is preferred, but equivalent work experience may be considered.

Minimum Qualification