Administrative Officer-Filing Specialist I

State of Oklahoma; Oklahoma; On-site; USD 41,000 - 50,000; Full time

Job summary

State of Oklahoma is hiring for an Administrative Officer-Filing Specialist I in the Secretary of State’s office. The role involves processing division documents from receipt to conclusion, communicating deficiencies by phone, in person, or by mail, and interpreting policies related to filing.

Responsibilities include posting meeting notices online, codifying official records, reviewing notary applications, and advising staff and the public on filing procedures and fees.

Qualifications

• Must have a high school diploma or equivalent.
• Experience in technical clerical office work preferred.
• Proven ability to communicate clearly and professionally.

Responsibilities

• Receive and maintain meeting notices of state bodies and post accordingly.
• Compile, codify, publish, and maintain official administrative law records.
• ReviewNotary public applications and bonds for compliance.
• Validate documents with official stamp, date, and signature.
• Assist staff and the public with filing procedures, fees, and requirements.

Skills

Spelling & Punctuation

Business English

Interpersonal communication

Education

High School Diploma

Four years of technical clerical office work or equivalent

Job description

Administrative Officer-Filing Specialist I

Agency: 625 SECRETARY OF STATE

Supervisory Organization: Secretary of State–Colcord

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Full time

Regular

$45,000

Position Summary

Performs independent examinations of division documents, in accordance with state laws and regulations. Processes received documents from receipt to their conclusion and/or identifies and communicates document deficiencies to the filer by telephone, in person, or by original correspondence. Interprets policies and procedures related to filing division documents with the Oklahoma Secretary of State and assists agency personnel and the public.

Essential Job Duties

1. Receive and maintain meeting notices of state public bodies pursuant to the Open Meeting Act, and post to Meeting Notices Online.
2. Compile, codify, publish, and maintain Oklahoma’s official administrative law, as required by the Administrative Procedures Act (APA).
3. Review notary public applications and notarial bonds, including those filed online, to ensure compliance with Title 49 of the Oklahoma Statutes.
4. Review transmitting utility and railroad documents received for filing and validate documents with official stamp, date, and signature.
5. Advise and assist agency staff and public in person, by telephone, and by written correspondence on filing procedures, fees, and requirements as mandated by statute, rule and/or office policy related to division responsibilities.

Other Duties

Good knowledge of spelling, punctuation, and business English; of business mathematics; of modern office methods and procedures; of the maintenance of complex records; and of the major policies and procedures governing assigned programs. Ability is required to maintain effective working relationships with others; to handle confidential work; to interpret and handle routine matters in accordance with agency policy; and to follow oral and written instructions.

Education and Experience

High School Diploma, or Equivalent. Four years of technical clerical office work or an equivalent combination of education and experience.

Special consideration

Special consideration given to applicants with background in writing, proofreading, and/or publishing.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

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