SOS Program Specialist I (JP26-002) - Govt. Filings

The Office of the Secretary of State (Office) is a dynamic state agency that files and maintains government and business records; commissions notaries; authenticates public documents for international use; regulates commercial use of the state seal; and conducts various transactions that affect the lives of the public in and outside of Texas.  The Government Filings section within the Office is composed of five teams: Notary &Authentications, Notary Complaints Unit, Service of Process, Registrations and the Texas Register.  The Notary & Authentications team is an integral team within the Division that processes documents for two subject matter areas. This team works to process a high volume (approx. 20,000) of notary applications and apostilles/official certificates monthly for foreign use abroad.  As the only state agency that can provide certain services for the public, it is crucial that our division is accurate, diligent, and efficient with our work product, while providing staff with a positive work-life balance.

Job Description

You Will Perform Moderately Complex Administrative Work With The Notary & Authentications Team Within The Office Of The Secretary Of State.  You Will Actively Commission Texas Notaries Public And Issue Certificates For The Public To Use Internationally.  You Will Be Responsible To Communicate Verbally And In Writing With The Public Concerning Questions Related To The Processing Of Requests.  This Position Will Frequently Assist Walk-In Customers.  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

• Respond to customers’ phone calls (up to 50) and/or emails on a daily basis regarding notary public or apostille inquiries.
• Review and process requests for a universal apostille 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.
• 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.
• 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

Must read, write and speak Spanish and English fluently

High school diploma or equivalent certificate

Minimum of 1 year of administrative experience

Minimum of 1 year of customer service experience

Ability to type 40 CWPM

Preferred Qualifications

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 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.
• 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 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

Must read, write and speak Spanish and English fluently

High school diploma or equivalent certificate

Minimum of 1 year of administrative experience

Minimum of 1 year of customer service experience

Ability to type 40 CWPM

Preferred Qualifications

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 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.
• 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 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/