JOB DESCRIPTION

Performance of moderately complex administrative work with the Authentications and Notary team of the Office of the Secretary of State. Review documents to determine compliance with statutory requirements related to apostilles, authentications, and notary public commissions. Open and distribute mail daily. Review and process documents according to agency administrative rules and statutes within designated turnaround times. Batch documents received for authentication to ensure statutorily required fees are received and accounted for in a financial database. Communicate verbally and in writing with the public concerning processing of documents or reasons for objections to processing. Comply with all applicable agency policies and procedures, including safety and standards of conduct. This position may serve as the backup receptionist. Perform other duties as assigned. Work under moderate supervision with latitude for the use of initiative within limits of established policies and procedures.

Work hours are 8:00 am to 5:00 pm, Monday through Friday, and on rare occasions overtime may be required. Option for telework available depending on the team’s workload.

EXAMPLES OF WORK PERFORMED

Job Related Duties

• Open, sort, and distribute a large volume of mail on a daily basis.
• Review and process documents for Apostille or authentication in accordance with agency rules and within turnaround times.
• Review and process Notary Public Applications for eligibility and statutory compliance
• Correctly enter selected information from documents into a computer database.
• Perform background checks on notary public applicants
• Prepare written notification of statutory reasons for application/rejection objections.
• Respond to customers’ phone calls or emails on a daily basis regarding moderately complex requirements for specified documents and methods and procedures for curing deficiencies.
• Use a PC to retrieve necessary information from a computer database to print apostille/authentication certificates.
• Produce and assemble documents for mailing.
• Operate and use computer and applicable financial applications to process checks and credit card information submitted in connection with documentation submitted for authentication.
• Respond to customer inquiries through email and telephone response
• Other work as assigned by supervisor.

Personnel Related Duties

• Consciously foster a workplace environment that is consistent with the overall Office’s culture and that emphasizes the identified mission, vision, guiding principles, and values of the Office
• Ability to work as a member of a team and be an effective team player in a pleasant, professional manner

A DETAILED AND COMPLETE APPLICATION IS REQUIRED TO DEMONSTRATE HOW YOU MEET THE REQUIRED QUALIFICATIONS BELOW.

REQUIRED QUALIFICATIONS

High school diploma or equivalent certificate

Minimum of three years of administrative experience

Minimum of one year of customer service

Ability to type 40 CWPM

PREFERRED QUALIFICATIONS

Ability to proficiently speak in Spanish

Ability to proficiently read/write Spanish

Maintain at least 12hrs of college credits

KNOWLEDGE, SKILLS, ABILITIES

• Experience in customer service, clerical, or administrative support work.
• Ability to interpret documentation and to accurately enter high volume of data into a database in a fast paced environment.
• Ability to work as a member of a team and be an effective team player in a pleasant, professional manner.
• Ability to meet established deadlines.
• Ability to work with the public
• Ability to work in a fast paced, high volume, deadline-oriented environment.
• Ability to meet daily quotas.
• Ability to use a computer to retrieve, research, and provide information.
• Ability to learn and apply relevant statutes, administrative rules, policies and procedures, directions, and instructions.
• Must be detail-oriented.
• Regular and punctual attendance.
• Knowledge of PCs, office equipment, and work place protocols.
• Excellent organizational skills and ability to follow through with assigned tasks in a timely manner.
• Ability to communicate effectively verbally and in writing.
• Ability to be flexible and quickly adjust to new situations and changing demands of the team and team leader.
• Dependable, resourceful, and able to work independently.
• Must be willing to work overtime as required.

PHYSICAL REQUIREMENTS

• Perform duties in a stationary (seated) position with occasional periods of walking.
• Lift and carry boxes weighing up to thirty (30) pounds.

IMPORTANT NOTES TO CANDIDATE:

Candidates must provide a current resume, which should include any administrative certifications. Candidates who qualify for an interview may be asked to participate in a skills demonstration/test.

Salary for this position is paid on the first business day of each month.

Benefits: https://www.ers.texas.gov/

Information for Veterans, Reservists, or Guardsmen
The following MOS codes are generally applicable to this position: 15P, 36B, 42A, 56M, 68J, 88H, 88N, 89A, 89B, 92A, 92Y, AZ, LS, MC, PS, RP, SN, YN, 641X, 741X, 360, 018, 0100, 0111, 6046, 0102, 0170, 4430, 3A1X1, 8A200. Please include any of these codes in the State of Texas application to better determine whether the minimum qualifications for this posting have been met.

REQUIRED QUALIFICATIONS

High school diploma or equivalent certificate

Minimum of three years of administrative experience

Minimum of one year of customer service

Ability to type 40 CWPM

PREFERRED QUALIFICATIONS

Ability to proficiently speak in Spanish

Ability to proficiently read/write Spanish

Maintain at least 12hrs of college credits

KNOWLEDGE, SKILLS, ABILITIES

• Experience in customer service, clerical, or administrative support work.
• Ability to interpret documentation and to accurately enter high volume of data into a database in a fast paced environment.
• Ability to work as a member of a team and be an effective team player in a pleasant, professional manner.
• Ability to meet established deadlines.
• Ability to work with the public
• Ability to work in a fast paced, high volume, deadline-oriented environment.
• Ability to meet daily quotas.
• Ability to use a computer to retrieve, research, and provide information.
• Ability to learn and apply relevant statutes, administrative rules, policies and procedures, directions, and instructions.
• Must be detail-oriented.
• Regular and punctual attendance.
• Knowledge of PCs, office equipment, and work place protocols.
• Excellent organizational skills and ability to follow through with assigned tasks in a timely manner.
• Ability to communicate effectively verbally and in writing.
• Ability to be flexible and quickly adjust to new situations and changing demands of the team and team leader.
• Dependable, resourceful, and able to work independently.
• Must be willing to work overtime as required.

PHYSICAL REQUIREMENTS

• Perform duties in a stationary (seated) position with occasional periods of walking.
• Lift and carry boxes weighing up to thirty (30) pounds.

IMPORTANT NOTES TO CANDIDATE:

Candidates must provide a current resume, which should include any administrative certifications. Candidates who qualify for an interview may be asked to participate in a skills demonstration/test.

Salary for this position is paid on the first business day of each month.

Benefits: https://www.ers.texas.gov/

Information for Veterans, Reservists, or Guardsmen
The following MOS codes are generally applicable to this position: 15P, 36B, 42A, 56M, 68J, 88H, 88N, 89A, 89B, 92A, 92Y, AZ, LS, MC, PS, RP, SN, YN, 641X, 741X, 360, 018, 0100, 0111, 6046, 0102, 0170, 4430, 3A1X1, 8A200. Please include any of these codes in the State of Texas application to better determine whether the minimum qualifications for this posting have been met.