Accounting Associate I- Anticipated Vacancy

Position: Accounting Associate I- Anticipated Vacancy
Location: Augusta, Maine
Schedule: Full-Time
Job Class: 6502

Salary: $17.04 - $23.52

Closing Date: January 22, 2025

Join Our Team at the Secretary of State.

At the Secretary of State, Bureau of Motor Vehicles (BMV), we are committed to providing high-quality service to the people of Maine. We value teamwork, integrity, and a commitment to continuous improvement. As part of our team, you’ll play a vital role in the financial operations of the Bureau, specifically in revenue collection and expenditure processing. We offer a collaborative work environment where you can grow professionally while contributing to the efficiency of state government operations. If you are detail-oriented, organized, and eager to support the Bureau’s mission, we want you to join us!

Are you ready to make a difference?
We are seeking an enthusiastic and dedicated Accounting Associate to support our team with key financial functions such as revenue reconciliation, data entry, expenditure processing, and customer service. You’ll play a crucial part in ensuring the smooth operation of the Bureau’s accounting unit, impacting daily financial processing for over 474 municipalities, 13 branch offices, and 16 Main Office sections.

About the Position:

As an Accounting Associate, you will be responsible for performing key financial tasks such as reconciling daily revenue, processing invoices, managing expenditure payments, and customer service. You will have the opportunity to contribute to a wide range of financial activities, ensuring the accuracy and efficiency of our financial operations. This role is ideal for someone with excellent attention to detail, organizational skills, and the ability to multitask effectively in a fast-paced environment.

Responsibilities include, but are not limited to:

• Reconciling revenue from various sources, including daily bank deposits and Point of Sale reports from branch offices.
• Maintaining spreadsheets for online unit and revenue collections.
• Processing expenditure invoices for vendor payments and employee reimbursements.
• Filing and scanning documentation for records management.
• Servicing internal and external customers by phone and in person, addressing inquiries and processing transactions with exceptional customer service.
• Processing incoming mail twice a day and ensuring it’s handled efficiently.
• Managing daily refunds to customers, ensuring accuracy and timeliness.

What We’re Looking For:

• Attention to Detail: A strong focus on ensuring accuracy in every task, from revenue reconciliation to processing refunds.
• Multitasking: The ability to handle multiple responsibilities simultaneously, managing competing priorities without sacrificing quality.
• Amazing Customer Service: A commitment to delivering exceptional service, whether interacting with internal stakeholders or customers, ensuring all inquiries and transactions are handled promptly and professionally.
• Organizational Skills: Strong ability to maintain structured systems, manage deadlines, and prioritize tasks effectively to ensure efficient workflow.
• Problem-Solving: Ability to identify and address discrepancies, resolving issues quickly and in accordance with established procedures.
• Communication Skills: Clear, effective communication with internal teams, management, and customers to ensure transparency and clarity in operations.
• Professionalism: Courteous and respectful in all interactions, maintaining a positive and supportive work environment.
• Adaptability: Comfortable with changing processes, technologies, and evolving responsibilities as needed.

Key Competencies We Value:

• Emotional Intelligence: Ability to engage with others empathetically, understanding the needs of both internal staff and external customers while maintaining professionalism.
• Conflict Resolution: Proactive in addressing concerns and providing solutions in a calm and efficient manner.
• Time Management: Strong organizational skills to manage multiple tasks and deadlines effectively.
• Commitment to Excellence: Dedication to ensuring high-quality work, taking pride in attention to detail and consistent accuracy.
• Continuous Improvement: Eagerness to contribute to process improvements and further streamline accounting operations.

In this role, you will:

• Reconcile and process revenue transactions from various sources, ensuring accuracy and timeliness.
• Handle financial documentation and maintain detailed records for efficient filing and retrieval.
• Provide exceptional customer service by addressing inquiries and processing transactions quickly and professionally.
• Assist in the processing of invoices, refunds, and reimbursements.
• Work closely with other Bureau departments to ensure the smooth execution of daily financial operations.
• Support the overall efficiency of the Bureau’s accounting unit by adhering to established procedures and deadlines.

Preferences will be given to candidates who have:

• Prior experience in accounting or financial operations, particularly in a government or public sector environment.
• Familiarity with financial software or accounting systems.
• A background in managing revenue and expenditures, ensuring compliance with financial regulations.
• A proven ability to work effectively in a team-oriented environment.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.

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.)

 Training, education, or experience in office and administrative support work that demonstrates 1) competency in applying a solid knowledge of bookkeeping principles and practices necessary to perform complex work in maintaining specialized accounting and financial records, and 2) the ability to use independent judgment in handling exceptions to established work assignments, priorities, and schedules. All positions in this classification assume the qualifications of: Accounting Assistant

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, you’ll be part of a workforce that embodies our state motto—"Dirigo" or "I lead"—providing essential services to Mainers every day. 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 13.29% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS).

Contact information:

Questions about this position should be directed to Matthew Dudley at Matthew.S.Dudley@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.  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 207-441-4512.  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, 29 State House Station, 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.  

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.

There's a job, and then there’s 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 you’re looking for a great next step and want to feel good about what you do, we’d 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 you’re 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.