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Position: Director of Administrative Services

Department: Secretary of State - Bureau of Motor Vehicles

Division: Administrative Services

Location: Augusta, Maine

Schedule: Full-Time Confidential Position

Job Class: Public Service Executive II - EA35

Grade: 35

Salary: $92,622.40 - $131,268.80 annually

Closing Date: November 13, 2026

Join Our Team at the Department of the Secretary of State:

The Department of the Secretary of State is committed to delivering reliable, transparent, and high-quality public services that impact the lives of Maine people every day. We foster a culture rooted in teamwork, integrity, accountability, and continuous improvement, while prioritizing work-life balance and employee well-being. If you are a confident, thoughtful leader who thrives in complexity, values public service, and is ready to guide teams through change, we invite you to bring your leadership to the Bureau of Motor Vehicles.

About the Position:

The Director of Administrative Services is an executive-level position reporting directly to the Deputy Secretary of State for the Bureau of Motor Vehicles. This is a highly responsible leadership role providing strategic oversight of the Bureau's administrative operations and support functions.

The Director provides leadership and coordination across the Administrative Division, including facilities management, records management and retention, administrative operations, and related business services that support the Bureau's statewide operations.

The position also provides oversight and coordination of financial and revenue-related activities within the Bureau of Motor Vehicles. The successful candidate will have a strong working knowledge of governmental financial practices, including budgeting, financial reporting, revenue, municipal reporting, and financial analysis. The Director will use this knowledge to monitor financial information, identify trends and issues, support operational decision-making, and ensure that administrative activities are aligned with available resources.

This position serves as a key administrative leader who understands the financial components of BMV operations and can effectively partner with finance professionals, State agencies, municipalities, and BMV leadership.

The Director serves as a strategic administrative partner to the Deputy Secretary and BMV leadership, helping translate organizational priorities into effective administrative practices, improving internal processes, coordinating resources, and ensuring that the Bureau's administrative infrastructure supports its operational and strategic goals.

First 6–12 Month Expectations:

• Build a strong working knowledge of the Bureau of Motor Vehicles' administrative structure, operations, facilities, records requirements, and business processes.
• Develop a working command of the State of Maine's financial systems, BMV revenue streams, municipal reporting requirements, budget structure, and financial processes necessary to effectively support Bureau operations.
• Establish effective working relationships with the Secretary of State's Leadership Team, BMV division directors, administrative staff, municipalities, and counterparts at the Office of the State Controller, Bureau of General Services, Office of State Procurement Services, Department of Audit, and other State partners.
• Assess current administrative procedures, processes, and internal controls and recommend improvements that strengthen efficiency, accountability, transparency, and timeliness.
• Evaluate the Bureau's facilities and administrative infrastructure and identify opportunities to improve space utilization, maintenance, planning, and coordination with State facilities partners.
• Assess records management and retention practices and work with appropriate staff and State partners to strengthen compliance, accessibility, consistency, and operational effectiveness.
• Develop a clear understanding of BMV financial and revenue reporting requirements and establish effective processes for monitoring and communicating financial information to Bureau leadership.
• Support the development and monitoring of budgets and work programs affecting BMV operations and provide leadership with clear information regarding financial trends, resource needs, and variances.
• Identify opportunities to streamline administrative processes, eliminate unnecessary work, improve communication, and strengthen the overall employee and customer experience.
• Lead, develop, and stabilize the Administrative Division team, setting clear performance expectations and supporting professional growth.

What We're Looking For:

We are looking for a seasoned administrative leader who is comfortable operating at the executive level and equally comfortable working through complex operational details. The successful candidate will bring strong organizational judgment, financial acumen, and a track record of improving administrative operations and building effective teams.

This role sits at the intersection of administration, operations, facilities, records, financial coordination, and organizational support. We are seeking someone who can translate complex administrative and financial information into clear guidance for leadership and who understands the accountability that comes with managing public resources.

The ideal candidate will be a collaborative leader who can work across divisions, State agencies, municipalities, and other partners; identify opportunities for improvement; and move initiatives from concept to implementation. A strong understanding of governmental operations and financial practices is important, but this position is fundamentally an administrative leadership role.

Key Competencies We Value:

• Administrative Leadership. Knowledge of modern principles and practices of public administration, organizational operations, facilities management, records management, and administrative services.
• Financial Acumen. Working knowledge of governmental budgeting, financial reporting, revenue, municipal reporting, and financial management sufficient to interpret information, identify issues, and support sound operational decisions.
• Operational Excellence. Ability to evaluate administrative processes, identify opportunities for improvement, establish effective procedures, and implement practical solutions in a complex organization.
• Team Leadership. Ability to plan and supervise the work of subordinate managers and staff in a manner that fosters strong performance, accountability, collaboration, and positive morale.
• Effective Communication. Ability to formulate and express ideas on complex administrative and financial subjects clearly and concisely, both orally and in writing, for a wide range of audiences.
• Relationship Building. Ability to earn and maintain the trust and confidence of senior management, colleagues, staff, municipalities, State agencies, and other partners.
• Sound Judgment. Ability to exercise initiative and sound judgment in recommending policies, resolving administrative issues, and making decisions under competing priorities and deadlines.
• Adaptability and Change Leadership. Proven ability to work positively in a changing environment and lead teams through organizational change, modernization, and evolving operational requirements.

In This Role, You Will:

• Provide overall leadership for the administrative operations of the Bureau of Motor Vehicles, including Facilities Management, Records Management & Retention, and related administrative services.
• Provide oversight and coordination of BMV financial and revenue-related activities, ensuring that leadership has timely and accurate information to support operational decision-making.
• Monitor BMV budgets, expenditures, revenues, and financial trends and communicate significant issues, variances, and resource needs to Bureau leadership.
• Support the development, monitoring, and implementation of budgets, work programs, and other financial plans affecting BMV operations.
• Develop and maintain effective administrative procedures and evaluate their effectiveness, developing improved methods of operation where appropriate.
• Work with BMV leadership and appropriate State partners to identify the fiscal and operational impacts of proposed initiatives, legislation, policy changes, and organizational changes.
• Coordinate with municipalities and other partners regarding BMV revenue, reporting, and related administrative requirements.
• Provide leadership for facilities planning, space utilization, maintenance coordination, and other administrative infrastructure needs of the Bureau.
• Oversee records management and retention activities and promote consistent practices that support legal, operational, and public-access requirements.
• Partner with other State agencies, including the Bureau of General Services, Office of the State Controller, Office of State Procurement Services, Department of Audit, and other State partners, on administrative and operational matters.
• Support appropriate financial, compliance, and audit activities by coordinating with the responsible finance and audit professionals and ensuring requested information and documentation is available.
• Identify opportunities to improve administrative efficiency, reduce unnecessary processes, strengthen internal controls, and improve service delivery.
• Lead and develop a team that works collaboratively in support of Bureau goals, ensuring fair and consistent decision-making across the division and bureau.

Preferences Will Be Given to Candidates Who Demonstrate:

• Proven experience leading administrative operations within a State, municipal, county, or other complex public-sector organization

• Experience managing or overseeing administrative functions such as facilities, records management, organizational operations, business services, or related support functions.
• Experience working with governmental budgets, financial reports, revenue, municipal reporting, or other public-sector financial operations.
• Experience using financial information to identify trends, explain variances, evaluate resource needs, and support operational decision-making.
• Experience developing, implementing, or improving administrative policies, procedures, systems, or internal controls.
• Experience working collaboratively with multiple divisions, government agencies, municipalities, or other external partners.
• Experience supervising professional staff or managers and building effective, accountable teams.
• Working knowledge of governmental accounting, budgeting, procurement requirements, records management, facilities operations, and internal controls.
• Experience with the State of Maine Budget & Financial Management System (BFMS), HRIS Workday, or comparable governmental financial or administrative systems.
• A bachelor's degree in public administration, business administration, finance, accounting, management, or a related field; an advanced degree or professional certification is preferred.

Minimum Qualifications:

Any combination of education, training, and professional experience that demonstrates the ability to perform the essential functions of this position. A typical qualifying background includes a bachelor's degree in public administration, business administration, finance, accounting, management, or a related field and six (6) years of progressively responsible professional experience in administrative management, public administration, operations, budgeting, financial administration, or a related field, including supervising staff. Relevant professional experience may substitute for the degree.

Applicants must demonstrate experience leading or managing complex administrative or operational functions; supervising professional staff or subordinate managers; developing and implementing administrative procedures; and working collaboratively with organizational leadership and internal or external partners.

Applicants must also demonstrate sufficient knowledge of governmental budgeting, financial reporting, revenue, and financial management to interpret financial information, monitor resources, identify trends and variances, and communicate financial information clearly to decision makers. Experience with facilities management, records management and retention, municipal reporting, or other governmental administrative functions is highly desirable.

The successful candidate must demonstrate strong organizational judgment, effective communication skills, the ability to manage competing priorities, and the ability to build collaborative relationships across an organization. Experience leading organizational change, improving administrative systems, and developing high-performing teams is preferred.

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.

The successful candidate must pass a National Criminal Background check, which may include 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 ($12,213.69 - $14,790.59 annual value), depending on salary. Use this chart to find Premium Rates 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 ($365.28 annual value).

• Retirement Plan: The State contributes the equivalent of 18.86% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

• Gym Membership Reimbursement: Improve overall health with regular exercise and receive up to $40 per month to offset this expense. 

• Health and Dependent Care Flexible Spending Accounts: Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses. 

• Public Service Student Loan Forgiveness: The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office. 

• Living Resources Program: Navigate challenging work and life situations with our employee assistance program. 

• Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including non-birthing and adoptive parents—receive six weeks of fully paid parental leave. Additional unpaid leave may also be available, under the Family and Medical Leave Act. 

• Voluntary Deferred Compensation: Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions. 

Contact information:

Questions about this position should be directed to Terri Kanaris Talent Acquisitions Specialist, via email Terri.Kanaris@Maine.gov

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. Applications cannot be accepted after the posting closing date.   

If you require a paper application, please download and print one HERE or contact our office at 207-441-9993.  Paper applications for this posting should be submitted along with cover letter and resume before the closing date to Secretary of State, Office of Human Resources, 101 Hospital Street, Augusta, ME 04330 or faxed to 207-624-9313.  Be sure title of the job you are applying for is included.  Applications cannot be accepted after the posting closing date.   

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.