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.

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Position: Secretary Associate
Department: Hearings / Bureau of Vehicle
Schedule: Monday – Friday (potential 1 day remote)
Job Class: 6558

Grade: 15

Salary: $18.27 - $26.32

Closing Date: 04/8/2026

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 great 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 dynamic, growth-focused environment. If you are passionate about making a difference, driving success, and being part of a positive team culture, we want you on our team.

About the Position:

We are seeking a detail-oriented Secretary Associate to provide crucial administrative support with the Bureau of Motor Vehicle. In this role, you will manage case files, handle communications with internal and external stakeholders, and assist hearing officers with the hearing process, all while maintaining compliance with state policies and confidentiality requirements.

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:

• Research, compile, and analyze information to make recommendations.
• Serve as a liaison to the public, law enforcement, and law offices, using discretion when sharing information.
• Respond to inquiries via phone, email, and in person regarding the hearing process and division rules.
• Assist hearing officers by preparing case files, scheduling hearings, transcribing decisions, and managing hearing recordings.
• Process daily mail and manage hearing continuance requests and stays of suspension.
• Utilize Microsoft Office Suite, Adobe Pro, Zoom, and other relevant software effectively.

Preferences will be given to candidates who have:

• Proficiency in Microsoft Office Suite or similar software.
• Experience with Adobe Pro.
• Strong Communication and customer skills.
• Demonstrated ability to work as a team player with positive, adaptable attitude.
• Experience handling sensitive information with discretion.

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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.