SOS Admin Assnt IV (JP26-001) - Govt. Filings

The Office of the Secretary of State is a dynamic state agency with a wide range of responsibilities that impact both public and private sectors in Texas and beyond. The receptionist position will serve as the first point of contact for the Office of the Secretary of State and will be responsible for assisting and directing all customers—whether in person, by phone, or electronically—to the appropriate divisions or services. This includes providing guidance related to elections, notary commissions, authentications, business and government filings, the Texas Register, service of process, and other agency functions. The receptionist plays a key role in ensuring a positive and efficient experience for all visitors and stakeholders interacting with the Office.

Job Description

Within the Office, the receptionist position will report to the Government Filings section which is composed of five specialized teams: Notary & Authentications, Notary Complaints Unit, Service of Process, Registrations, and the Texas Register. Among them, the Notary & Authentications team plays a vital role in processing documents related to notary applications and the issuance of apostilles or official certificates for use abroad—handling approximately 20,000 documents monthly. Their work ensures that Texas documents meet international standards and maintain the integrity of official processes that impact individuals, businesses, and foreign governments.

You Will Be Responsible For Greeting Visitors, Maintaining The Reception Area To Ensure A Professional And Welcoming Office Environment, Maintain Office Security By Following Procedures For Visitor Access And Managing Logbooks. This Position Will Frequently Assist Walk-In Customers.  You Will Perform Moderately Complex Administrative Work With The Notary & Authentications Team Within The Office Of The Secretary Of State.  You Will Be Responsible To Communicate Verbally And In Writing With The Public Concerning Questions Related To The Office.  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.

Examples Of Work Performed

Job Related Duties

• Greet and direct visitors to the appropriate person or office, ensuring a positive first impression.
• Provide administrative support through filing, data entry, and photocopying.
• Maintain the front desk and reception area by keeping it clean, organized, and stocked with necessary supplies.
• Use a PC to retrieve necessary information from a computer database.
• Produce and assemble documents for mailing.
• Open and distribute mail.
• Other work as assigned by supervisor.

Personnel Related Duties

• Consciously foster a workplace environment that is consistent with the division’s core values: Help Everyone; Work Hard, Rest Hard; Fail Well; Open Communication; Seek Growth
• Work positively with team members and leadership to foster a cohesive team environment.

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 1 year of administrative experience

Minimum of 1 year of customer service experience

Ability to proficiently speak and read/write in Spanish

Knowledge, Skills, Abilities

• Experience in customer service, clerical, or administrative support work.
• 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 multi-task in a fast paced, high volume, deadline-oriented environment.
• Ability to meet daily performance goals.
• Ability to use a computer to retrieve, research, and provide information.
• 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 Applicant:

It is highly recommended that applicants submit a cover letter for weighted consideration. Applicants who qualify for an interview will be asked to participate in a skills demonstration assignment.

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

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

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 1 year of administrative experience

Minimum of 1 year of customer service experience

Ability to proficiently speak and read/write in Spanish

Knowledge, Skills, Abilities

• Experience in customer service, clerical, or administrative support work.
• 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 multi-task in a fast paced, high volume, deadline-oriented environment.
• Ability to meet daily performance goals.
• Ability to use a computer to retrieve, research, and provide information.
• 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 Applicant:

It is highly recommended that applicants submit a cover letter for weighted consideration. Applicants who qualify for an interview will be asked to participate in a skills demonstration assignment.

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

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