Administrative Officer-Filing Specialist I

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

Job summary

The Oklahoma Secretary of State is seeking an Administrative Officer-Filing Specialist I in a full-time role. The position performs independent examinations of division documents from receipt to conclusion and communicates deficiencies to filers by telephone, in person, or by written correspondence.

It interprets policies related to filing with the agency and assists staff and the public, ensuring compliance with state laws and office procedures.

Qualifications

• High School Diploma or Equivalent.
• Four years of technical clerical office work or equivalent experience.

Responsibilities

• Receive and maintain meeting notices of state public bodies pursuant to the Open Meeting Act, and post to Meeting Notices Online.
• Compile, codify, publish, and maintain Oklahoma's official administrative law, as required by the Administrative Procedures Act (APA).
• Review notary public applications and notarial bonds, including those filed online, to ensure compliance with Title 49 of the Oklahoma Statutes.
• Review transmitting utility and railroad documents received for filing and validate documents with official stamp, date, and signature.
• 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.

Education

High School Diploma or Equivalent

Job description

Administrative Officer-Filing Specialist I

Agency: 625 SECRETARY OF STATE

Supervisory Organization: Secretary of State-Colcord

Job Posting End Date: Refer to the date listed at the top of this posting, if available. Continuous if date is blank.
Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date: (Continuous if Blank)

Full/Part-Time: Full time

Job Type: Regular

Compensation: $45,000

Job Description

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.