Senior Administrative Assistant

If you are a current State of Maine employee, you must complete your application through the internal application process (Find Jobs Report). Please apply using your PRISM account. If you are on Seasonal Leave and do not have access to PRISM, contact your local Human Resources representative for application information.

Department:
Titles Services / Bureau of Motor Vehicles

Location:
Augusta

Schedule:
Monday – Friday 8:00am-5:00pm

Job Class & Grade:
6546 - 16

Salary: $18.76 - $27.03

Closing Date
: January 7, 2026

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.

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.

As a Senior Administrative Assistant, you will manage the printing, sorting, mailing, and inventory control of vehicle titles while supporting the development and ongoing management of the Electronic Lien Titling (ELT) program. Responsibilities include onboarding lienholders and service providers, responding to inquiries, reviewing error reports, and coordinating corrective actions. You will work closely with the ELT Office Specialist I and internal partners to ensure accurate processing, compliance, and efficient service delivery in a fast-paced environment.

• 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.

• 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.

• Manage title inventory and requisition supplies as needed
• Review and process title documents, ensuring accuracy and completeness
• Analyze error reports and take corrective action
• Communicate with stakeholders via phone, email, and written correspondence
• Maintain and update computer records to ensure data integrity
• Have strong organizational skills and attention to detail
• Have experience with data analysis and quality control
• Possess excellent communication and customer service skills
• Be able to manage multiple complex tasks and prioritize…