Public Services Administrative Specialist- Anticipated Vacancy
Public Services Administrative Specialist- Anticipated Vacancy
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Job Description
Position: Public Services Administrative Specialist
Department: Bureau of Motor Vehicles Public Services Division
Schedule: MondayFriday 8:00 AM 5:00 PM
Job Class: 6546 (Office Specialist I)
Salary: $18.76 $27.03 hourly
Closing Date: July 15 2025
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 significant 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 seeking dedicated and collaborative individuals who excel in a dynamic growth-focused environment. If you are passionate about public service value organization and discretion and want to support hiring and leadership across the state we invite you to join our team.
About the Position:
We are seeking a highly organized and tech-savvy Public Services Administrative Specialist to support the Director and Regional Managers of the Public Services Division which oversees operations in 13 Bureau of Motor Vehicles branch offices. In this vital role you will coordinate schedules manage communications assist with interview and hiring logistics and ensure the smooth operation of internal processes.
This role requires strong computer skills (Microsoft Office Suite Teams SharePoint and Tableau) independent judgment attention to detail and the ability to manage multiple priorities at once. Youll serve as a key liaison in scheduling and coordinating interviews supporting hiring managers and ensuring candidates have a positive experience. You will also support meetings trainings and special projects while maintaining confidentiality and professionalism throughout.
Please note: This position may involve occasional statewide travel to support interview coordination or attend on-site meetings and trainings. After a successful six-month probationary period this position is eligible for a hybrid schedule with remote work flexibility.
What Were Looking For:
- Technology Proficiency: High comfort level using Microsoft Word Excel Outlook Teams SharePoint and Tableau.
- Interview Coordination: Experience managing interview scheduling supporting hiring managers and maintaining candidate communications.
- Communication Excellence: Strong verbal and written communication skills including the ability to draft polished emails meeting summaries and documents.
- Planning & Organization: Proven ability to coordinate complex schedules meetings and events independently.
- Professional Discretion: Experience working with confidential personnel or hiring information.
- Independent Work Style: Comfortable working with minimal supervision and anticipating needs.
Key Competencies We Value:
- Emotional Intelligence: Awareness of interpersonal dynamics with a calm and respectful communication style.
- Time Management: Ability to juggle multiple priorities and deadlines without sacrificing accuracy.
- Problem Solving: Resourceful and solutions-oriented when navigating scheduling or administrative challenges.
- Commitment to Excellence: Takes pride in high-quality polished and timely work.
- Continuous Improvement: Seeks ways to improve processes anticipate issues and support efficiency.
In this role you will:
- Provide high-level administrative support to the Director and Regional Managers of Public Services.
- Coordinate and maintain calendars schedule interviews and manage travel arrangements.
- Assist hiring managers in planning scheduling and participating in interviews across 13 BMV branch offices.
- Handle sensitive or confidential hiring and personnel information with care.
- Prepare agendas draft meeting minutes format documents and support internal communications.
- Serve as a primary point of contact for scheduling trainings meetings and conferences.
- Support recruitment-related tracking and project timelines in collaboration with the HR office.
- Maintain organized digital files and utilize tools like Teams SharePoint and Tableau to streamline operations.
Preferences will be given to candidates who have:
- Previous experience supporting executive or leadership-level staff.
- Advanced proficiency in Microsoft Office tools and digital collaboration platforms.
- Familiarity with public sector.
- Demonstrated ability to manage confidential communications and records.
- Experience supporting scheduling or logistics for multiple stakeholders.
Minimum Qualifications:
Training education or experience in office and administrative support work that demonstrates:
- Competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills.
- The ability to use independent judgment initiative and discretion to make determinations on varied matters.
All positions in this classification assume the qualifications of: Office Assistant I Office Assistant II Office Associate I and Office Associate II.
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.
Why Join Our Team
No matter where you work across Maine state government youll be part of a workforce that embodies our state mottoDirigo or I leadproviding essential services to Mainers every day. We believe in supporting our workforces 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 ($11196.96 - $12514.32 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 ($387.62 annual value).
- Retirement Plan: The State contributes the equivalent of 13.29% of the employees pay towards the Maine Public Employees Retirement System (MainePERS).
Contact information:
Questions about this position should be directed to Matthew Dudley at
Application Instructions:
Interested applicants need to apply online by selecting the Apply for this opening button along with uploading a cover letter current resume and copies of any transcripts or certifications you wish to have considered while evaluating your application.In order for us to properly determine if you meet the minimum qualifications for any posting you must be sure your resume includes month and year for any experience listed along with the duties and responsibilities associated with each particular time period. Any experience that was not full-time employment should be identified as such.
If you require a paper application please download and print one HERE or contact our office at. Paper applications for this posting should be submitted along with cover letter and resumebefore the closing dateto Secretary of State Office of Human Resources 29 State House Station Augusta ME 04330 or faxed to . Be sure title of the job you are applying for is included. Applications cannot be accepted after the posting closing date.
State employees are eligible for an extensive and highly competitive benefits package covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.
Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for anything less than full-time.
Theres a job and then theres purposeful transformative work. Our aim is to create a workplace where you can learn grow and continuously refine your skills. Applicants demonstrate job requirements in different ways and we appreciate that many skills and backgrounds can make people successful in this role.
As an Equal Opportunity employer Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members and our process ensures an inclusive environment to applicants of all backgrounds including diverse race color sex sexual orientation or gender identity physical or mental disability religion age ancestry national origin familial status or genetics.
If youre looking for a great next step and want to feel good about what you do wed love to hear from you. Please note that reasonable accommodations are provided to qualified individuals with disabilities upon request.
Thinking about applying
Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If youre currently reading this and hesitating to apply for that reason we encourage you to go for it! Let us know how your lived experience and passion set you apart.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
