SOS - Program Specialist I

Summary

Job Description

The Office of the Secretary of State (SOS) 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 worklife balance.

General Description:

This position performs 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 for communicating verbally and in writing with the public concerning questions related to the processing of requests. This position will frequently assist walkin customers. Work under moderate supervision with latitude for the use of initiative within limits of established policies and procedures. This position reports to the Program Supervisor in Government Filings/Notary.

Work hours are 8:00 am to 5:00 pm or 9:00 am to 6:00 pm, Monday through Friday, and on rare occasions overtime may be required. Option for telework available depending on the team's workload.

General Duties and Responsibilities:

• Respond to customers phone calls (75+) 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.
• Performs related work as assigned.

Knowledge, Skills, and Abilities:

• Experience in customer service, clerical, or administrative support work.
• Ability to interpret documentation and to accurately enter a high volume of data into a database in a fastpaced 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 multitask in a fastpaced, highvolume, deadlineoriented 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 detailoriented.
• Regular and punctual attendance.
• Knowledge of PCs, office equipment, and workplace 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.

Required Minimum Education and Experience:

• 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:

• Ability to proficiently speak, read and write in Spanish.
• Maintain at least 12 hours of college credit.

Working Conditions

• Work primarily performed in a professional office environment.
• Regular use of computer and office equipment.
• Prolonged sitting
• Work involves frequent interactions with employees, management, and customers while managing multiple priorities and confidential information.
• Work may involve interruptions, multiple deadlines, and changing priorities.
• If/when working from home, a strong reliable internet connection and a dedicated workspace are required.
• Must be willing to work overtime as required.
• Lift and carry boxes weighing up to thirty (30) pounds.

Military Crosswalk:

Military Crosswalk for Occupational Category Information and Communication

Application Requirements:

The Office of the Secretary of State is an Equal Opportunity Employer. A State of Texas application is required to apply. For more information on how to apply for this position, go to Employment Opportunities

The Office of the Secretary of State's office participates in EVerify for each new employees¿ Form I9 to confirm work authorization.

Notes to Applicant:

If you require any reasonable accommodation for the interview process, please inform the hiring representative who calls to schedule your interview. This position has been designated as a security sensitive position. A background investigation will be conducted on the final candidate for this position.

Veterans Information: Our agency is committed to hiring Veterans. To receive Veteran's Preference, a copy of the FORM DD214 member #4, must be attached when submitting your application.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER: The Office of the Secretary of State does not discriminate on the basis, of race, color, religion, sex, national origin, age, or disability in employment or the provision of services.

Due to the high volume of applications, we do not accept telephone calls and cannot reply to all email inquiries. Only candidates selected for interview will be contacted.

Job Description

Job Description

The Office of the Secretary of State (SOS) 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 worklife balance.

General Description:

This position performs 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 for communicating verbally and in writing with the public concerning questions related to the processing of requests. This position will frequently assist walkin customers. Work under moderate supervision with latitude for the use of initiative within limits of established policies and procedures. This position reports to the Program Supervisor in Government Filings/Notary.

Work hours are 8:00 am to 5:00 pm or 9:00 am to 6:00 pm, Monday through Friday, and on rare occasions overtime may be required. Option for telework available depending on the team's workload.

General Duties and Responsibilities:

• Respond to customers phone calls (75+) 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.
• Performs related work as assigned.

Knowledge, Skills, and Abilities:

• Experience in customer service, clerical, or administrative support work.
• Ability to interpret documentation and to accurately enter a high volume of data into a database in a fastpaced 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 multitask in a fastpaced, highvolume, deadlineoriented 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 detailoriented.
• Regular and punctual attendance.
• Knowledge of PCs, office equipment, and workplace 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.

Required Minimum Education and Experience:

• 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:

• Ability to proficiently speak, read and write in Spanish.
• Maintain at least 12 hours of college credit.

Working Conditions

• Work primarily performed in a professional office environment.
• Regular use of computer and office equipment.
• Prolonged sitting
• Work involves frequent interactions with employees, management, and customers while managing multiple priorities and confidential information.
• Work may involve interruptions, multiple deadlines, and changing priorities.
• If/when working from home, a strong reliable internet connection and a dedicated workspace are required.
• Must be willing to work overtime as required.
• Lift and carry boxes weighing up to thirty (30) pounds.

Military Crosswalk:

Military Crosswalk for Occupational Category Information and Communication

Application Requirements:

The Office of the Secretary of State is an Equal Opportunity Employer. A State of Texas application is required to apply. For more information on how to apply for this position, go to Employment Opportunities

The Office of the Secretary of State's office participates in EVerify for each new employees¿ Form I9 to confirm work authorization.

Notes to Applicant:

If you require any reasonable accommodation for the interview process, please inform the hiring representative who calls to schedule your interview. This position has been designated as a security sensitive position. A background investigation will be conducted on the final candidate for this position.

Veterans Information: Our agency is committed to hiring Veterans. To receive Veteran's Preference, a copy of the FORM DD214 member #4, must be attached when submitting your application.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER: The Office of the Secretary of State does not discriminate on the basis, of race, color, religion, sex, national origin, age, or disability in employment or the provision of services.

Due to the high volume of applications, we do not accept telephone calls and cannot reply to all email inquiries. Only candidates selected for interview will be contacted.