Elections Specialist / Corporations, Elections & Commissions

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 excellent 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.

We are looking for dedicated and collaborative individuals who thrive in a fast-paced, customer-focused environment. If you are passionate about delivering outstanding public service, contributing to a high-performing team, and supporting the people of Maine every day, we want you on our team.

We are seeking an enthusiastic, talented, and resourceful person for an Elections Specialist position located in Augusta, ME. This position provides administrative service work in support of state level elections administration, including preparing for state and federal elections and advising municipal officials, candidates, campaigns and members of the public on election laws, rules and procedures. Proficient knowledge of modern office practices is required. The hours of this position are Monday through Friday, from 8 a.m. to 5 p.m. in office (not remote) and periodic overtime during peak election and petition certification times.

What We're Looking For:

• Adaptability: Adjust quickly to new procedures, policies, and technologies as agency needs evolve.
• Attention to Detail: A focus on accuracy and thoroughness in completing tasks including the ability to compose, review, proof, and accurately edit Division materials.
• Clear Communication: Strong verbal and written communication skills.
• Problem-Solving: Utilize critical thinking skills to Identify and resolve issues efficiently
• Professionalism: Commitment to non-political, bias-free work that ensures trust, transparency, and fair election administration. Strict adherence to nonpartisanship is required. Professionally represent the organization in the workplace and with all public facing interactions.
• Customer Service Excellence: Demonstrated ability to provide courteous, accurate, and efficient service in a fast-paced setting with a diverse public.
• Team Collaboration: Work effectively within a team, supporting shared goals and contributing to a respectful, productive workplace.

Key Competencies We Value:

• Emotional Intelligence: Empathetic, self-aware, and able to manage high-stress interactions with tact.
• Conflict Resolution: Handle difficult or emotional customer situations with patience and effectiveness.
• Time Management: Prioritize tasks and complete assignments accurately and on time.
• Commitment to Excellence: Dedication to high-quality work, accuracy, and upholding public trust.
• Continuous Improvement: A mindset focused on improving processes, learning new skills, and supporting team development.

In This Role You Will:

• Independently review, examine and record, voter registration applications, absentee ballot applications, and candidate/initiative petitions, to ensure completeness, accuracy and determine compliance to applicable laws, rules, and regulations.
• Independently compose, review and edit written assistance notices to municipal elections officials and the public to provide instruction and guidance on compliance with applicable laws, rules, and regulations.
• Respond to inquiries about election laws and procedures from municipal elections officials, attorneys, candidates, elected officials and the public.
• Prepare and process documents, forms and petitions for use in elections.
• Research, analyze and compile complex information about changing state and federal election laws, rules and policies.
• Collect, review, enter, proofread and/or test the accuracy of data from the Central Voter Registration system (CVR), using various Excel and Access databases and test election programming for voting equipment, following established rules and regulations.

Preference will be given to candidates with the following:

• Experience or demonstrated ability in public service.
• Ability to conduct research, gather information and analyze results to reach a conclusion and/or make recommendations.
• Knowledge of or the ability to learn computer systems including the central voter registration system.
• Strong written and oral communications skills.
• Strong attention to detail.
• Experience and comfort working in teams.
• Experience with election administration.
• Demonstrated Excel Competency.

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 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.

The successful candidate must pass a National Criminal Background check.

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 the 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 ($365.28 annual value).

Retirement Plan: The State contributes the equivalent of 14.06% 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 childincluding non-birthing and adoptive parentsreceive 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.