Administrative Assistant​/Bureau of Motor Vehicles

Administrative Assistant – Vehicle Services Division

Department:
Secretary of State / Bureau of Motor Vehicles

Division:
Registrations

Location:

Augusta, ME

Schedule:

Monday – Friday, 8:00 a.m. – 5:00 p.m.

Grade: 16
• Salary: $18.76 – $27.03 per hour
• Closing Date:
July 13, 2026

Eligibility:
Current State of Maine employees should apply through the internal PRISM process. Seasonal employees without PRISM access should apply through the State’s career page. Indicate prior State employment on the application.

The Administrative Assistant in the Vehicle Services Division supports vehicle registration operations by responding to public inquiries, resolving customer issues, and handling sensitive registration matters. The role includes research, data compilation, reporting, and continuous improvement of registration processes.

• Respond to registration information requests and customer inquiries.
• Research, assemble, and report data to support problem‑solving and decision‑making.
• Address customer complaints and problems satisfactorily.
• Advise supervisor on complicated or sensitive customer issues.
• Review and document registration work methods, processes, and procedures.
• Recommend changes to laws, policies, or procedures.
• Assist in developing and updating registration forms.
• Manage special and ongoing projects related to registration plates, specialty programs, and the Division’s website.
• Review and update the Division’s procedures manual.
• Act as an intermediary with public and private contacts as approved.
• Schedule meetings, prepare agendas, record minutes, and maintain calendars.
• Arrange travel and prepare expense reports.
• Proofread and edit documents.
• Create presentation materials and other communication methods.
• Organize and create correspondence, reports, schedules, spreadsheets, graphs, and charts related to the registration program.

• Ability to collaborate effectively within a team.
• Clear communication with colleagues, management, and stakeholders.
• Adaptability to changing priorities, processes, and technologies.
• Strong analytical and critical‑thinking skills.
• Attention to detail in completing tasks.
• Professional and courteous interactions.
• Emotional intelligence and empathy.
• Conflict resolution and constructive feedback skills.
• Time‑management and multitasking abilities.
• Commitment to excellence and continuous improvement.

• Proficiency in Microsoft Office Suite and motor vehicle software at an advanced level.
• Independent decision‑making and recommendation skills.
• Knowledge of vehicle registration and title laws, policies, procedures, and administrative rules, including suspension and revocation processes.
• Data analysis for daily tasks and strategic planning.
• Discretion and sound judgment handling sensitive information.
• Alignment with management goals and operational support.
• Excellent interpersonal and communication skills with diverse stakeholders.

Training, education, or experience in office and administrative support work demonstrating proficiency in modern office practices, specialized skill sets, independent judgment, and discretion.

Applicants must be authorized to work in the United States. This position is not eligible for visa sponsorship or STEM OPT extensions. Successful candidates must pass a National Criminal Background check.

• Work‑life fit: 13 paid holidays, 12 days of sick leave, and 3+ weeks of vacation leave annually. Vacation leave accrual increases with tenure; overtime‑exempt employees receive personal leave.
• Health insurance coverage:
  The State of Maine pays 85%–95% of employee‑only premiums ($11,196.96–$12,514.32 annual value).
• Dental insurance: 100% of employee‑only dental premiums ($387.62 annual value).
• Retirement plan:
  The State contributes the equivalent of 14.11% of the employee’s pay toward the Maine Public Employees Retirement System (MainePERS).

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

Questions about this position should be directed to Terri Kanaris, Talent Acquisitions Specialist, via email Terri.

Kanaris.

To apply, click "Apply for this opening" and upload a cover letter, resume, and any relevant transcripts or certifications. The resume must list month/year for each position and related duties. Applications may be submitted before the closing date.