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Department: Secretary of State /Bureau of Motor Vehicles
Division: Records Management
Location: Augusta
Schedule: Monday – Friday
Grade: 24
Salary: $51,688.00 - $72,467.20 annually (recruitment & retention stipend 5.33%)
Closing Date: August 10, 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:
The Management Analyst II leads the study, redesign, testing, and implementation of complex Records Management workflows for the Bureau of Motor Vehicles. The position measures current operations, identifies paper-intensive and inefficient practices, develops improved future-state processes, and helps implement scanning, optical character recognition, automated routing, and other appropriate information-management solutions. The position prepares findings and recommendations, coordinates cross-functional implementation work, measures operational effectiveness.
Supervise one Office Associate II who will support workflow studies, data collection, testing, documentation, and related operational tasks; set priorities, provide guidance, evaluate performance, and support employee development.
What We’re Looking For:
- Operational Leadership: Ability to maintain consistent workflow, prioritize competing demands, and ensure timely, accurate completion of work in accordance with Department, OSC, and legislative deadlines.
- Business Analysis & Process Improvement: Experience with business analysis, workflow analysis, process mapping, Lean principles, continuous improvement, and other methodologies that improve operational efficiency and service delivery.
- Information & Records Management: Experience implementing or supporting document imaging, electronic records management, OCR, automated data capture, indexing, routing, work-queue systems, or other information management solutions.
- Project & Systems Implementation: Experience developing business rules, system requirements, test plans, procedures, training materials, and conducting pilot projects, user acceptance testing, operational testing, and post-implementation evaluations.
- Analytical Thinking & Problem Solving: Ability to gather and analyze information, identify root causes, evaluate alternatives, interpret laws, regulations, policies, and business requirements, and develop practical process and system solutions that improve operations.
- Performance Measurement: Experience using performance metrics such as cycle time, workload volume, backlog, error rates, rework, cost, and customer impact to evaluate operational effectiveness and guide continuous improvement.
- Collaborative Team Leadership: Ability to lead cross-functional projects, supervise and develop employees, assign and review work, coach performance, and foster accountability, collaboration, and a respectful workplace culture.
- Professional Judgment & Attention to Detail: Apply sound judgment, maintain accuracy and consistency, and ensure compliance while making operational decisions and supporting organizational objectives.
- Communication & Relationship Building: Strong communication, collaboration, and facilitation skills, with the ability to build consensus, clearly communicate policies and changes, and work effectively with staff, leadership, and internal and external partners.
- Adaptability & Change Management: Ability to lead and support teams through evolving policies, procedures, technologies, and modernization initiatives while promoting innovation and continuous improvement.
Key Competencies We Value:
People Leadership:Lead and support employees across varying levels of experience, providing coaching and guidance to help staff meet team goals.
Communication & Collaboration:Ability to have direct, clear conversations with professionalism and empathy, supporting staff growth and maintaining team standards.
Training & Workforce Development:Guide onboarding, training, and ongoing development to support staff readiness and goals.
Emotional Intelligence:Demonstrate self-awareness, empathy, discretion, and sound judgment, particularly in high-stress situations.
Continuous Improvement:Support innovation, learning, and process improvement to enhance service delivery.
In this role, you will
- Analyze and map business processes to identify opportunities for improved efficiency, service delivery, records management, and operational effectiveness.
- Gather and evaluate information from employees, managers, operational data, and direct observation to identify process improvements, eliminate waste, and develop practical, evidence-based solutions.
- Design, recommend, and implement workflow improvements that strengthen controls, reduce manual effort, improve customer service, and ensure compliance with records management requirements.
- Develop business requirements and support the implementation of document management solutions, including scanning, OCR, automated indexing, routing, electronic work queues, and related technologies.
- Establish and monitor performance measures, analyze operational results, and use data to evaluate process improvements and recommend future enhancements.
- Plan, coordinate, and evaluate pilot projects, user acceptance testing, operational testing, and post-implementation reviews to ensure successful implementation of new processes and technologies.
- Prepare process maps, business requirements, reports, procedures, training materials, and recommendations that support informed decision-making and operational consistency.
- Collaborate with BMV leadership, cross-functional teams, technology partners, vendors, and other stakeholders to develop solutions, manage projects, and support procurement and implementation activities.
- Determine project scope, work plans, study methods, performance measures, and deliverables while evaluating alternatives and recommending process, policy, procedural, records management, staffing, and system improvements.
- Provide day-to-day leadership by assigning and reviewing work, coaching staff, monitoring project progress, and ensuring work is completed in accordance with established priorities and organizational goals.
- Exercise sound judgment by identifying issues, assessing risks, making operational recommendations within delegated authority, and escalating matters involving policy, budget, legal, procurement, security, or enterprise technology impacts to senior leadership as appropriate.
Preference will be given to candidates who bring digital fluency and a process-improvement mindset:
Comfort learning and adopting new technologies, experience streamlining or digitizing paper-based work, clear written communication, curiosity about emerging workplace tools, and the judgment to evaluate and verify their output before relying on it.
- Experience with business analysis, workflow analysis, process mapping, Lean principles, continuous improvement, or comparable process improvement methodologies.
- Experience implementing or supporting document imaging, electronic records management, OCR, automated data capture, indexing, routing, work-queue systems, or other information management solutions.
- Experience developing business rules, system requirements, test plans, procedures, training materials, and conducting pilot projects, user acceptance testing, or post-implementation evaluations.
- Experience using performance metrics such as cycle time, workload volume, backlog, error rates, rework, cost, or customer impact to evaluate and improve operational performance.
- Demonstrated ability to analyze laws, regulations, policies, and business requirements to develop practical process and system solutions.
- Demonstrated ability to gather and analyze information, identify root causes, evaluate alternatives, and recommend effective solutions.
- Strong communication, collaboration, and facilitation skills, with the ability to build consensus and support organizational change across diverse stakeholders.
- Experience leading cross-functional projects, supervising staff, assigning and reviewing work, coaching employee performance, and fostering a collaborative, accountable, and respectful work environment.
MINIMUM QUALIFICATIONS:
(Entry level knowledges, skills, and/or abilities may be acquired through, BUT ARE NOT LIMITED TO the following coursework/training and/or experience).
Eight (8) years of education, training, and/or experience analyzing, evaluating, and/or developing improvements to organizational and/or managerial systems, programs, and practices.
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.
In addition, the successful candidate must pass a National Criminal Background check, including fingerprinting.
Why Join Our Team?
We believe in supporting our workforce's 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 ($11,196.96 - $12,514.32 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 employee's 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 Terri.Kanaris@Maine.gov
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 207-441-9993.
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: 207-624-9313
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.
