Vanity Plate Processing Associate - Bureau of Motor Vehicles

Secretary of State; Augusta (ME); On-site; USD 25,000 - 36,000; Full time

Job summary

The Department of the Secretary of State in Augusta, Maine is seeking a Vanity Plate Processing Associate to deliver accurate customer service and maintain registration records. This role requires handling mail, email, and in-person inquiries, processing documents, and reconciling revenue while adhering to Title 29-A laws.

Join a team focused on integrity, efficiency, and continuous improvement, with a regular Monday–Friday schedule and opportunities for professional growth within the Vehicle

Qualifications

• Customer service experience in a fast-paced public-facing role.
• Ability to manage high-volume calls and paperwork.
• Strong attention to detail and accuracy in data entry and recordkeeping.
• Knowledge of Maine Motor Vehicle statutes/title 29-A is a plus.

Responsibilities

• Receive and review mail and email from customers to respond to inquiries and process required paperwork.
• Review and process applications and compliance documents while managing related inbox requests through Outlook.
• Respond to written, telephone, and in-person customer inquiries, and collect, validate, and reconcile revenue.
• Verify, enter, and update computer records while identifying and resolving data issues and addressing quality control concerns.
• Assist with calls for the Registration Department, including reviewing and verifying registration documents, creating reports and correspondence, and certifying agency records.
• Maintain a positive attitude when handling discrepancies, and adapt to new processes and changing priorities.

Skills

Customer service

High-volume handling

Team collaboration

Adaptability

Attention to detail

Clear communication

Problem-solving

Professionalism

Tools

Outlook

Microsoft Office

Job description

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.

Position Details

• Position: Vanity Plate Processing Associate
• Department: Secretary of State - Bureau of Motor Vehicles
• Division: Vehicle Services
• Location: Augusta, Maine
• Schedule: Monday - Friday, 8:00 am to 5:00 pm
• Job Class: Customer Representative Associate II MV - 6520
• Grade: 14
• Salary: $17.80 - $25.62
• Closing Date: September 25, 2026
• This position starts at Step 3 $19.65

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:

This position provides administrative and office support to the Registration Section and delivers customer service through telephone, email, and in-person interactions. The role also involves generating reports and correspondence, as well as certifying records for law enforcement purposes.

Key responsibilities include:

• processing compliance
• reviewing and verifying registration documents
• collecting, validating, and reconciling revenue
• entering and maintaining accurate registration records
• generating reports and correspondence
• certifying records for law enforcement purposes

This position requires detailed, time-sensitive, and computer-based work, along with the ability to learn and apply Title 29-A laws, policies, and procedures. Success in this role depends on strong attention to detail, effective problem-solving skills, and the ability to efficiently manage a high volume of calls and paperwork. The ideal candidate will be able to maintain focus, collaborate effectively with team members, and adapt to changing processes and priorities.

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:

• Receive and review mail and email from customers to respond to inquiries and process required paperwork.
• Review and process applications and compliance documents while managing related inbox requests through Outlook.
• Respond to written, telephone, and in-person customer inquiries, and collect, validate, and reconcile revenue.
• Verify, enter, and update computer records while identifying and resolving data issues and addressing quality control concerns.
• Assist with calls for the Registration Department, including reviewing and verifying registration documents, creating reports and correspondence, and certifying agency records.
• Maintain a positive attitude when handling discrepancies, and demonstrate patience and adaptability with new processes, standards, and changing priorities.

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.

Ability to:

• use independent judgment and decision-making.
• verify, code, compute, and/or reconcile data on standard documents.
• recognize work quality issues.
• make intermediate mathematical calculations.
• prepare standard reports and letters.
• communicate effectively both orally and in writing.
• complete detailed and accurate work assignments.
• manage time and prioritize.
• give customer service over the phone using proper phone etiquette.

Knowledge of:

• Maine Motor Vehicle Statute Title 29-A.
• Rule Chapters for the Department of the Secretary of State.
• query and research techniques.
• Bureau of Motor Vehicle computer systems, including on-line programs.
• Microsoft Office Word, Excel, Access, Outlook, Power Point, Internet.

MINIMUM QUALIFICATIONS:

Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience. Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of the principles and practices of quality customer service to perform complex work in assisting the public with applications, fees, examinations, or social services that have an eligibility or compliance component; and 2) the ability to use independent decision-making on the appropriate processes to follow, information to process, and actions to take in accordance with standard procedures. All positions in this classification assume the qualifications of: Customer Representative Assistant I, Customer Representative Assistant II and Customer Representative Associate I.

Applicants must be authorized to work in the United States. Please note that this position is not eligible for visa sponsorship or STEM OPT extensions, and successful candidates will be required to complete an I-9 form upon hire. The successful candidate must pass a National Criminal Background check, which may include fingerprinting.

Why Join Our Team?

We believe in supporting our workforce's health and well-being with a valuable total compensation package, including:

• Work-Life Fit: Take time for yourself with 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%-95% of employee-only premiums ($12,213.69 - $14,790.59 annual value), depending on salary. Use this chart to find premium costs for you and your family, including the percentage of dependent coverage paid by the State.
• Dental Insurance: The State of Maine pays 100% of employee-only dental premiums ($365.28annual value).
• Retirement Plan: The State contributes the equivalent of 14.06% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).
• 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 non-birthing and adoptive parents—receive six weeks 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.

We are an Equal Opportunity Employer committed to building an inclusive workplace that respects and values diversity across all backgrounds.

Terri Kanaris Talent Acquisitions Specialist, via email [e-mail]

If you are unable to complete the online application, please contact the Human Resources representative listed on the job opening you are interested in applying for. They will work with you for an alternative method of submitting.