Clerk IV

Website Secretary of State Secretary of State

Secretary of State

Job Class Code: 0004
Grade: 18
Salary: $17.40-$23.28 (includes 1% stipend)
Opening: November 15, 2021

Closing: December 1, 2021

The Department of the Secretary of State, Bureau of Motor Vehicles is seeking candidates for a Clerk IV for the Bureau’s Division of Title Services.  This position is responsible for the day to day management of the work processes within the unit and provides guidance to 13 staff members.  In addition, this position is an integral component in resolving difficult customer inquiries. This position is responsible for interviewing, selection of candidates, staff training and completion of performance evaluations of subordinate staff. Work requires exercising independent judgment, initiative, and discretion to make determinations on varied matters. The position also ensures handling, preparing, scanning and disseminating of approximately 500,000 titles annually.  The position works under the direction of the Director of Title Services.

REPRESENTATIVE TASKS:

Plans, organizes, assigns, schedules, prioritizes, monitors, and reviews the work of administrative support staff.
Screens, interviews, selects, trains, and evaluates (Performance Appraisals) staff; and recommends termination actions.
Discusses employee complaints/grievances with employee and determine course of action in accordance with applicable policy.
Collaborates with the Title Examination Unit to ensure a cohesive workflow to maintain acceptable issuance rates.
Develops and recommends policies and procedures to improve overall operations.
Interprets and explains rules, regulations, polices, and procedures; and applies them to program operations and individual cases.
Implements and complies with human resource laws, policies, procedures, and practices such as: AA/EEO, recruitment, employment, position classification, performance appraisals, training, discipline, contract administration, human resource components of security protocols of agency information security and confidentiality policies, and employee safety.
Codes, computes, reconciles, and updates standard documents and financial transactions.
Gathers and tabulates information; and prepares reports on unit activities.
Assesses office needs and recommends/implements improvements for workspace, equipment, ergonomics, and workplace safety.
KNOWLEDGE, SKILLS & ABILITIES:

Knowledge of applicable laws, rules, regulations, policies and procedures.
Knowledge of modern office management principles and practices.
Knowledge of Maine Performance Management and Appraisal System and Maine Civil Service system.
Knowledge of applicable collective bargaining agreements.
Knowledge of supervisory principles, methods, and techniques.
Knowledge of interviewing principles and techniques.
Knowledge of human resources practices and employee benefits.
Knowledge of bookkeeping principles and practices.
Knowledge of basic computer hardware operations.
Knowledge of the principles, practices, and equipment related to quality control of data input and output.
Ability to supervise subordinate personnel.
Ability to plan, organize, delegate and assign work.
Ability to establish operational priorities, procedures, and quality assurance mechanisms.
Ability to coordinate and integrate work objectives among several projects and/or operational units.
Ability to effectively plan and adjust work operations to meet planned and unexpected change.
Ability to develop and recommend new work methods and administrative policies and procedures.
Ability to understand and promote management goals as they affect day-to-day and long term operations.
Ability to establish program objectives and/or performance goals, and assess progress.
Ability to exercise good judgment in appraising situations and making decisions/recommendations.
Ability to create and use varied correspondence formats and compose standard business correspondence.
Ability to develop and change web pages using established content.
Ability to verify, code, compute, and/or reconcile data on standard documents.
Ability to review input/output of information from electronic information systems and develop/implement quality control standards for data input structures and output quality assurance.
Ability to write clear and comprehensive reports.
Ability to conduct research, gather information, and analyze results to reach a conclusion.
Ability to use applicable computer programs.
MINIMUM QUALIFICATIONS:

Six (6) years of responsible clerical experience to include two (2) years performing supervision or performing highly independent clerical work.

BENEFITS:

The bi-weekly dollar values of some State-paid benefits for full-time employees include: $14.60 for dental insurance; 13.16% of employee’s pay towards retirement; and, depending on the employee’s annual pay, at least 85% ($412.23) of health insurance.  Participation in the Health Premium Credit Program can decrease the employee’s share of health insurance benefits by 5%

For more information or questions, please visit our website at: https://www.maine.gov/sos/jobs/index.html

Maine State Government is an Equal Opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We provide reasonable accommodations to qualified individuals with disabilities upon request.

To apply for this job email your details to lucia.a.nadeau@maine.gov