The Office of the Texas Secretary of State (hereafter, the “Office”) is a dynamic state agency that is statutorily designated to file and maintain business and public filings, publish the Texas Register, administer state-wide elections, and conduct various transactions that affect the lives of the public in and outside of Texas. The Business and Public Filings Division is the largest division within the Office and is comprised of two Sections: Business & Commercial Filings and Government Filings.

The Business & Commercial Filings Section is composed of six (6) teams and approximately 80 employees. Program Supervisors lead five (5) of the teams, each of which is responsible for specific functional areas; the Legal team, led by a Managing Attorney and supported by four (4) staff attorneys, provides legal counsel to the entire Division. All teams interact with the public on a daily basis.

The Section reviews, processes and maintains business, commercial lien, and registration documents that are required or permitted by law to be filed with the Office. The Section is also responsible for certain ancillary services, like processing fees, indexing documents and responding to public information requests.

JOB DESCRIPTION

The Deputy Director serves as the Director of the Business & Commercial Filings Section, reports to the Director of the Business & Public Filings Division; and acts on behalf of the Division Director in his/her absence.

The Deputy Director performs highly advanced (senior-level) managerial work providing oversight, direction, and guidance in the planning and strategic operations of the Section. Work involves strategic planning; establishing and reaching goals and objectives for the multiple teams within the Section; developing policies, procedures, rules and regulations; establishing priorities, standards and measurement tools for determining progress in meeting Section/Division performance measures; reviewing guidelines, procedures, rules, and regulations; coordinating and evaluating program activities; and reviewing budgets and approving expenditures of the Section. Work requires contact with stakeholders, legislators and their staff, federal and state agencies, as well as industry trade associations and other private entities. May serve as a resource witness before legislative committees. Works under minimal supervision, with extensive latitude for the use of initiative and independent judgment.

The Deputy Director will provide critical guidance as the Division undergoes a modernization of its legacy and records management systems, which will have a significant impact on both our customers and our staff.

EXAMPLES OF WORK PERFORMED

Job-Related Duties

• Oversees and manages the day-to-day operations of the Business and Commercial Filings Section; assists the Director of the Business & Public Filings Division with the legacy modernization, as needed, and acts on behalf of the Division Director in his/her absence.
• Establishes performance goals and objectives for the Section consistent with the Office’s strategic plan; develops and approves schedules and priorities.
• Provides budget recommendations and approves expenditures for the Section and the Division as needed.

• Oversees the review and update of the Section’s Administrative Rules and regulations, as well as its policies and procedures; identifies areas of needed change and improvement, and monitors compliance.

• Confers and consults with Office Directors and Executive Staff to develop appropriate, cost-effective and cost-efficient solutions that meet the needs of the internal business operations and programs of the Section.
• Updates, monitors, reviews, and approves quarterly workload measures; reviews and analyzes statistical reports, workload measures, and program performance measures to ensure that Section objectives and performance goals are met.
• Assists in the preparation of the Office’s Legislative Appropriations Request (LAR) and Strategic Plan at the Division level.

• Oversees, assigns, reviews, and approves fiscal notes assigned to the Section during Legislative sessions.
• Reviews results of internal investigations and internal audits; responds to audit recommendations; and implements improvements or changes as needed.
• Represents the Section or Office at business meetings with other state agencies, legislative committee hearings, conferences, and seminars or on boards, panels, and committees.
• May prepare and present educational/training materials relating to Section or Division policies, procedures, and duties to the general public, industry groups, and to nonprofit or trade associations.
• Performs job-related duties as assigned by Division Director.

Personnel-Related Duties

• Creates, and promotes a positive and collaborative work culture; manages conflict and Section personnel matters through positive and corrective feedback in adherence with the Office’s internal policies and procedures.
• Creates and promotes a motivating climate where employees strive for excellence in the delivery of customer service consistent with the Office’s mission.
• Leads consistent staff meetings: weekly staff meetings with direct reports; periodic meetings with the Section for section wide updates and status reports.
• Coordinates teambuilding activities within the Section and Division.

• Responsible for Section employee selection, training and professional development; responsible for supervision, performance review, as well as time and leave management for direct reports.
• Performs personnel-related duties as assigned by Division Director.

DESIRED KNOWLEDGE, SKILLS AND ABILITIES

• Ability to engage in a collaborative, results-oriented team environment; ability to establish and maintain effective and professional work relationships both internally and externally.
• Ability to make sound decisions in a timely manner and work under tight deadlines and pressure.
• Time management skills that demonstrate the ability to prioritize tasks, and attend to a broad range of activities effectively and efficiently.
• Ability to motivate, coach, mentor, and train staff; ability to encourage the exchange of ideas; ability to gain the trust and support of peers and subordinates, and to find common ground to resolve issues fairly, honestly, and consistently.

• Ability to formulate, coordinate, and establish policies and procedures and to interpret and apply laws and regulations.

• Technical knowledge and skills needed to use the software applications used by the Office at a level of competency to perform the job duties of the position.
• Skill in reviewing materials for accuracy and efficiently identifying, researching, and correcting errors.
• Skill in identifying problems and reviewing related information to develop and evaluate options and implement solutions; skill in identifying the strengths and weaknesses of alternative solutions, conclusions, or approaches to a problem; and in reconciling differences; ability to apply creative, cost-efficient solutions when problem solving.
• Ability to anticipate future consequences of decisions and actions.
• Ability to review and monitor data and anticipate trends that may affect business programs.

• Ability to break down complex information into comprehensive parts, ask questions, synthesize and analyze; ability to communicate complex information in a clear, organized, concise and professional manner.
• Ability to handle stress and be a calming influence when faced with conflict.
• Ability to adjust to ever-changing workplace demands.
• Ability to meet the needs and expectations of internal and external customers in a timely manner; ability to communicate and work collaboratively with a wide group of stakeholders.
• Ability to communicate ideas clearly and effectively, using a variety of communication formats, settings, and styles, to individuals with diverse backgrounds.

• Well-developed oral and written communication skills; including the ability to prepare and present educational/informational materials relating to Division policies, procedures, and duties to the general public, industry groups, trade associations, and to the legislative community.

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

REQUIRED QUALIFICATIONS

• Graduation from an accredited four (4) year college or university, preferably with major coursework in public administration, business administration or a related field.
• At least five (5) years of full-time progressively responsible managerial work experience in the leadership, management, supervision, and direction of a department within a mid-sized organization; or a program within a federal, state, or local government agency. An advanced degree in public administration may substitute for 1 year of required experience.

PREFERRED QUALIFICATIONS

• Graduation from an accredited law school with a Juris Doctor (JD) degree.
• Five (5) or more years of full-time professional legal experience providing support to a federal, state or local government agency or other mid-sized organization.

• Knowledge and/or work experience in the Business Organizations Code.
• Working knowledge of state agency administrative rulemaking process, and the requirements of the Texas Public Information Act.
• Experience utilizing agile methodology for project management.

IMPORTANT NOTES TO CANDIDATE

FLSA Status: Exempt

Candidates must provide a current resume, which should include any advanced leadership training or program management 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.

State of Texas Benefits and Retirement Information: 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

• Graduation from an accredited four (4) year college or university, preferably with major coursework in public administration, business administration or a related field.
• At least five (5) years of full-time progressively responsible managerial work experience in the leadership, management, supervision, and direction of a department within a mid-sized organization; or a program within a federal, state, or local government agency. An advanced degree in public administration may substitute for 1 year of required experience.

PREFERRED QUALIFICATIONS

• Graduation from an accredited law school with a Juris Doctor (JD) degree.
• Five (5) or more years of full-time professional legal experience providing support to a federal, state or local government agency or other mid-sized organization.

• Knowledge and/or work experience in the Business Organizations Code.
• Working knowledge of state agency administrative rulemaking process, and the requirements of the Texas Public Information Act.
• Experience utilizing agile methodology for project management.

IMPORTANT NOTES TO CANDIDATE

FLSA Status: Exempt

Candidates must provide a current resume, which should include any advanced leadership training or program management 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.

State of Texas Benefits and Retirement Information: 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.