Administrative Officer-Filing Specialist I

State-of-Oklahoma; Oklahoma City (OK); On-site; USD 41,000 - 50,000; Full time

Job summary

State of Oklahoma is seeking an Administrative Officer-Filing Specialist I to perform independent examinations of division documents, process filings from receipt to conclusion, and communicate deficiencies to filers by phone, in person, or via written correspondence.

The role requires interpreting policies related to filing division documents, assisting agency personnel and the public, and ensuring compliance with state statutes and procedures.

Qualifications

• High School Diploma or equivalent required.
• Four years of technical clerical office work or equivalent.
• Notary review and document processing experience preferred.

Responsibilities

• Receive and maintain meeting notices of state bodies and post them online.
• Compile, codify, publish, and maintain Oklahoma’s official administrative law.
• Review notary public applications and notarial bonds for compliance.
• Review transmitting utility and railroad documents to ensure proper filing and stamping.

Skills

Spelling & English

Business math

Office methods

Record maintenance

Policy procedures

Education

High School Diploma or equivalent

Job description

Job Posting TitleAdministrative Officer-Filing Specialist IAgency625 SECRETARY OF STATESupervisory OrganizationSecretary of State–ColcordJob Posting End DateRefer 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-TimeFull timeJob TypeRegularCompensation$45,000Job DescriptionPosition SummaryPerforms 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 Duties1. 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 DutiesGood 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 ExperienceHigh School Diploma, or Equivalent. Four years of technical clerical office work or an equivalent combination of education and experience.Special considerationSpecial consideration given to applicants with background in writing, proofreading, and/or publishing.Equal Opportunity EmploymentThe 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 .If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:Agency Contact