Office Associate II​/Bureau of Motor Vehicles​/Anticipated

Department: Secretary of State / Bureau of Motor Vehicles

Division: Records Management

Location: Augusta

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

Grade: 13

Salary: $17.73 – $25.53 (includes 2.5% recruitment & retention stipend)

Closing Date: August 6, 2026

At the Department of the Secretary of State, we are a team dedicated to providing efficient and exceptional service to the 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 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.

The Office Associate II is responsible for the processing and validation of information into our document management system. Indexing of data is performed using Oracle/Kofax software on a personal computer. The work involves accurate and rapid entry of data in standard form, scanning documents, and export. Verification and quality assurance of the work that has been indexed requires a broad range of document knowledge and extreme attention to detail.

This unit validates hundreds of thousands of documents per year. The position processes a high volume of data and requires independent judgment in handling exceptions to established work assignments, priorities, and schedules. This position researches and provides copies to other sections within the bureau of motor vehicles and municipalities. These copies or information within these documents are provided to other sections and may be used within or sent to other states, municipal agencies, courts, and/or law enforcement.

The position is part of a team responsible for entering the Maine Motor Vehicle Exam, History, Medical and Electronic Registrations. Processing of these documents is needed for law enforcement, municipalities, and citizens of Maine to conduct their business.

• Customer Service Excellence: Demonstrated ability to provide courteous, accurate, and efficient service in a fast‑paced setting with a diverse public.
• 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: 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.

• Have knowledge of modern office software.
• Examine documents/information, determine facts, detect errors and irregularities.
• Have knowledge of the principles, practices, and equipment used in office settings.
• Determine facts, detect errors and…