Job Description

If you are a current State of Maine employee, please submit your application through the internal application process using the Find Jobs report in PRISM. Seasonal employees who do not have PRISM access should apply through the State’s career page and indicate on the application that they have previously worked for the State.

Department: Secretary of State / Corporations, Elections & Commissions

Division: Elections Administration

Location: Augusta

Schedule: Monday – Friday, 8:00 a.m. – 5:00 p.m.

Grade: 16

Salary: $18.76 - $27.03

Closing Date: August 31, 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 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.

Are you ready to make a difference?

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.

About the Position:

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:

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.

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.