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Department: Secretary of State

Division: Division of Corporations UCC & Commissions
Location: Augusta Maine
Schedule: Monday Friday 8:00am 5:00pm (position is in office only remote work not offered)
Job Class & Grade: 6546 - 16
Salary: $18.76 - $27.03

Closing Date: February 17 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:

This is an advanced administrative support position with the Division of Corporations UCC & Commissions that reviews examines and records various corporate UCC notary public and marriage officiant filings after determining compliance to the applicable laws rules and regulations governing those filings. The incumbent provides expert guidance to attorneys paralegals accountants the public and other state agencies on the phone in writing and in person. This position gathers and analyzes information to make conclusions using independent judgment initiative and discretion to make recommendations to management on program status and improvements to processes and procedures.

What Were Looking For:

• Team Collaboration:Ability to work effectively within a team contributing to shared goals and helping others succeed.
• Communication Skills:Clear and professional communication with the public attorneys law enforcement and internal teams.
• Adaptability:Comfort in a fast-paced environment with frequent interruptions and changing priorities.
• Problem-Solving:Critical thinking to resolve complex eligibility compliance or restoration issues.
• Attention to Detail:High level of accuracy in reviewing legal and court documents and processing transactions.
• Professionalism: Ability to maintain a polite courteous and non-confrontational demeanor avoiding gossip/negativity and respecting diverse perspectives.

Key Competencies We Value:

• Emotional Intelligence:Empathy professionalism and accountability in customer and team interactions.
• Conflict Resolution & Feedback:Skill in navigating difficult calls and providing accurate information with tact.
• Time Management:Effective organization of daily responsibilities while managing a high call volume.
• Commitment to Excellence:Strong work ethic and attention to statutory deadlines.
• Continuous Improvement:Openness to process enhancements and feedback.

In this role you will:

• Independently reviews examines and accepts or rejects business trademark and UCC filings requests for apostilles and authentications and notary applications ensuring completeness accuracy and determining compliance to applicable laws rules and regulations.
• Answers all division calls regarding Corporations UCC Notaries Public Marriage Officiants and Boards and Commissions.
• Prepares and mails acknowledgments of filing.
• Enters information regarding accepted documents into a database and modifies existing data to maintain accurate records.
• Responds to inquiries from attorneys paralegals accountants other state agencies and the public and provides statutory filing guidance on corporate trademark and uniform commercial code lien filings.
• Independently composes reviews and edits written assistance notices to filers and the public to provide instruction and guidance on compliance with applicable laws rules and regulations.
• Accesses and provides information on web-based services and functions and assists public with the location of forms using the internet.
• Processes requests for corporate certificates of good standing copy requests and apostilles or authentications.
• Researches collects compiles and analyzes data and information related to corporate filings UCC filings requests for apostilles and authentications and notary applications to reach a conclusion and/or make recommendations or prepares and analyzes reports derived from the filing databases and maintains spreadsheets for trend filing analyses on business entities and uniform commercial code.
• Prepares scans and does quality assurance on filed documents for storage on the imaging system.
• Codes computes verifies posts and reconciles financial transactions of all public filings.

Preferences will be given to candidates who have:

• Ability to interpret and apply laws rules and procedures related to the Division of Corporations UCC & Commissions.
• Ability to make compliance determinations using established criteria or regulations.
• Skill in conducting research gathering information and analyzing results.
• Ability to work independently on complex detailed projects with accuracy and initiative.

Minimum Qualifications:

(Entry level knowledge skills and/or abilities may be acquired through BUTARENOTLIMITEDTO the following coursework/training and/or experience.)

Training education or experience in office and administrative support work that demonstrates 1) competency in applying a proficient knowledge of modern office practices to perform advanced administrative support tasks requiring specialized skills and 2) 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

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 14.11% of the employees pay towards the Maine Public Employees Retirement System (MainePERS).

Contact information:

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

Application Instructions:

To apply click Apply for this opening and upload your cover letter resume and any relevant transcripts or certifications. Your resume must include month/year for each position and list related duties and responsibilities. Please note if any experience was part-time.

Need a paper application Download one HERE or call .

Submit paper applications cover letter and resume before the closing date to:

Office of Human Resources
Secretary of State Office of Human Resources
101 Hospital Street
Augusta ME 04330
Fax:

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

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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.