Supervisor Of Licensing

MaineGuide; Gardiner (ME); On-site; USD 41,000 - 58,000; Full time

Benefits offered by this job

Health Insurance Coverage

Paid time off

Public Service Loan Forgiveness

Job summary

The Department of Professional and Financial Regulation in Gardiner, ME, seeks an Assistant to the Executive Director of the State Board of Licensure for Professional Engineers. The role handles application intake, data verification, and licensing communications in a high-accuracy environment.

Key duties include preparing certificates, maintaining the licensing database, processing payments and invoices, and supporting board operations.

Qualifications

• Six-year combination of education, training, and/or experience in office practices; supervisory experience preferred.
• Familiarity with licensing, rules, statutes, and FOIA helpful.
• Ability to manage data entry and licensing databases with accuracy.

Responsibilities

• Receive and compile licensure applications; assist applicants in completing forms.
• Maintain licensing database with precision and verify data.
• Prepare certificates and licenses for signature by Executive Director and Board Chair.
• Respond to inquiries and explain licensing processes, laws, and rules.

Skills

Data entry

Licensing procedures

Communication skills

Regulatory knowledge

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Adobe Acrobat Pro DC

Job description

Department of Professional and Financial Regulation

Job Class Code: 9317
Grade: 18 (Supervisory)
Salary: $19.95 - $27.77/Hour

Location: Gardiner, ME

Opening Date: September 18, 2026

Closing Date: October 4, 2026

Currently, this position is not eligible for visa sponsorship or STEM OPT extensions.

This position serves as the assistant to the Executive Director of the State Board of Licensure for Professional Engineers.

Representative responsibilities:

• Receive and compile applications for certification or licensure received through the online portal or other delivery method (USPS, UPS, FedEx, etc.).
• Follow up with applicants to assist in the completion of applications.
• Significant amount of data entry and verification of data in the licensing database.
• Responsible to maintain the licensing database with precision.
• Meticulously complete licensure verification requests from the National Council or others requesting verification or status of licensure.
• Responsible for accuracy of data transmitted to the National Council database.
• Compile and review applications for certification and licensure prior to final approval by Executive Director or the Board.
• Prepare certificates and licenses with accuracy for signature by Executive Director and Board Chair.
• Communicate by telephone and in writing to explain licensing process, laws, and rules, to various entities.
• Respond to inquiries to instruct, guide, and advise licensure applicants, engineering firms, attorneys, municipal officials, and/or others in policy, procedure, statute, and regulations to ensure compliance with established law.
• Generate and review daily financial reports.
• Retrieve, verify, and consolidate credit card transaction data.
• Process checks received and bank deposits.
• Review and approve invoices for submission for payment.
• Monitor office supply inventory and order when necessary
• Draft form letters, instructions, applications, and correspondence to respond to inquiries and provide information to licensees.
• Compiles statistical licensing data as requested.
• Entry of enforcement data into national enforcement database.

Knowledge required:

• Knowledge of applicable and related laws, rules, regulations, policies, and procedures.
• Knowledge of office management principles, practices, and techniques.
• Knowledge of statutory record-keeping requirements.
• Knowledge of FOIA requirements.
• Knowledge of leadership methods and practices.
• Knowledge of training methods, practices, and techniques.
• Knowledge of computer systems and support functions.
• Knowledge of standardized office automation products and technology.
• Knowledge of troubleshooting and problem resolution techniques.
• Knowledge of creative problem-solving.
• Knowledge of spelling and grammar rules and effective written communication.

Abilities needed:

• Ability to establish and maintain effective working relationships.
• Ability to interact with a diverse population including licensees, applicants, engineering employers, state and municipal employees, university faculty, and other individuals.
• Ability to verbally communicate clearly and effectively.
• Ability to write clearly and effectively.
• Ability to interpret, apply, and explain statutory requirements, rules, and regulations.
• Ability to prioritize tasks and carry them to completion.
• Ability to plan, assign and direct activities and to evaluate the success of initiatives.
• Ability to prepare and conduct training programs.
• Ability to operate a personal computer and routine software programs such as Microsoft Office products Word, Excel, PowerPoint, and Adobe Acrobat Pro DC.
• Ability to use program-related computer software as trained.
• Ability to prepare accurate reports of office receipts, inventory, and activities.

Additional responsibilities:

• Support the Executive Director as needed to:
  • Meet the agency mission to protect the public.
  • Prepare for periodic board meetings by creating agendas, compiling meeting materials, and posting agenda and board meeting minutes online.
  • Prepare and compile biennial budgets and work programs as required to assist in the budget process.
  • Respond to FOIA requests.
  • Assure the agency is complying with Maine recordkeeping laws.
  • Assist with ongoing project to digitize paper application files.
  • Audit and track licensee Professional Development Hours.
  • Update website for Board of Licensure for Professional Engineers.
  • Write and distribute memos and guidelines for procedure manuals to advise others of changes in laws and procedures.
  • Write and distribute periodic newsletter to notify or remind licensees and others of existing or changes to board policy, rules, statute, national committee policy, licensure requirements, etc.
  • Prepare legislative testimony and testify before legislative committees to present the agency’s position or answer questions.
  • Draft proposals of statutory or rule changes.
  • Train new board members to their duties and responsibilities.
  • Prepare presentations before associations, workshops, seminars, and conventions to provide licensing information.
  • Evaluate procedures to identify deficiencies and recommend and implement new/revised procedures to improve program efficiency.
• Monitor, examine, and review: forms, licenses, applications, records, and files to ensure completeness and accuracy.
• Assess forms, licenses, applications, records, and files to ensure that the correct information is being recorded and preserved.
• Monitor and provide backup assistance for licensing computer system to ensure smooth operation and accurate record keeping.
• Implement and comply with human resource laws, policies, procedures, and practices such as: AA/EEO, recruitment, employment, position classification, performance appraisals, training, discipline, contract administration, human resource components of security protocols of agency information security and confidentiality policies, and employee safety.

MINIMUMQUALIFICATIONS: A six (6) year combination of education, training, and/or experience which demonstrates a knowledge of office practices, including some supervisory experience.

Benefits of working for the State of Maine:

• Work-Life Balance – Rest is essential. Take time for yourself using 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%-100% of employee-only premiums ($11,857.68-$13,950.24 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State.

• Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.

• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).

• Retirement Plan – The State of Maine contributes 14.06% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.

• Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.

• Health and Dependent Care Flexible Spending Accounts – Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.

• Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.

• Living Resources Program – Navigate challenging work and life situations with our employee assistance program.

• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive forty-two (42) consecutive calendar days of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.

• Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role.

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics.

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your experience and passion set you apart.

.