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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; forwards legal documentation to defendants in law suits; 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 Service of Process team is an integral team within the Division that is comprised of 5 FTEs that receive and forward citations, subpoenas, and various legal documentation to defendants in law suits. 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 DESCRIPTIONYou will perform moderately complex administrative work with the Service of Process team within the Office of the Secretary of State. Youand#8217;re perfect for this role if you are detail oriented and have interest in the legal notification process. You will accept, review, process, and forward legal documents received by process server or mail, in accordance with agency rules and within designated turnaround times. You will enter critical information into a computer database and advance our current processes by scanning paper documentation into a digital format. You will verify that fees are received and processed, and communicate with the public via telephone or email regarding errors in their submission or the status of their requests. 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 teamand#8217;s workload.EXAMPLES OF WORK PERFORMEDJob Related Dutiesand#183; Accept, review, and forward legal documentation in accordance with Texas statutes within agency rules and turnaround times.and#183; Correctly enter selected information from documents into a computer database.and#183; Produce and assemble large volumes of documents to mail and scan.and#183; Prepare written notification of objections to a submission if it is deemed incomplete.and#183; Respond to customer phone calls/emails on a daily basis regarding requirements for specified documents and methods and procedures for curing errors in requests.and#183; Produce certificates and acknowledgment letters.and#183; Operate and use computer and applicable financial applications to process checks and credit card information submitted in connection with documentation submitted for service of process.and#183; Scan documentation into an internal archiving program.and#183; Other work as assigned by Supervisor.Personnel Related Dutiesand#183; Consciously foster a workplace environment that is consistent with the divisionand#8217;s core values: Help Everyone; Work Hard, Rest Hard; Fail Well; Open Communication; Seek Growthand#183; Work positively with team members and leadership to foster a cohesive team environment.
Qualifications: A DETAILED AND COMPLETE APPLICATION IS REQUIRED TO DEMONSTRATE HOW YOU MEET THE REQUIRED QUALIFICATIONS BELOW.REQUIRED QUALIFICATIONSHigh school diploma or equivalent certificateMinimum of 1 year of administrative experienceMinimum of 1 year of customer service experienceAbility to @type 40 CWPMPREFERRED QUALIFICATIONSAbility to proficiently speak and read/write in SpanishMaintain at least 12hrs of college creditsKNOWLEDGE, SKILLS, ABILITIESand#8226; Experience in customer service, clerical, or administrative support work.and#8226; Ability to interpret documentation and to accurately enter high volume of data into a database in a fast paced environment.and#8226; Ability to work as a member of a team and be an effective team player in a pleasant, professional manner.and#8226; Ability to meet established deadlines.and#8226; Ability to work with the public.and#8226; Ability to multi-task in a fast paced, high volume, deadline-oriented environment.and#8226; Ability to work in a production-like environment to meet daily quotas.and#8226; Ability to use a computer to retrieve, research, and provide information.and#8226; Ability to learn and apply relevant statutes, administrative rules, policies and procedures, directions, and instructions.and#8226; Must be detail-oriented.and#8226; Regular and punctual attendance.and#8226; Knowledge of PCs, office equipment, and work place protocols.and#8226; Excellent organizational skills and ability to follow through with assigned tasks in a timely manner.and#8226; Ability to communicate effectively verbally and in writing.and#8226; Ability to be flexible and quickly adjust to new situations and changing demands of the team and team leader.and#8226; Dependable, resourceful, and able to work independently.and#8226; Must be willing to work overtime as required.PHYSICAL REQUIREMENTSand#8226; Perform duties in a stationary (seated) position with occasional periods of walking.and#8226; 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/Information for Veterans, Reservists, or GuardsmenThe 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.
