Administrative Officer-Filing Specialist I

625 SECRETARY OF STATE; Oklahoma City (OK); On-site; USD 38,000 - 52,000; Full time

Job summary

625 SECRETARY OF STATE is seeking an Administrative Officer-Filing Specialist I in Oklahoma City. The role handles official filing duties, staff assistance, and public inquiries, ensuring compliance with state statutes and agency policies.

Primary tasks include processing and validating documents from receipt to final disposition and communicating deficiencies by phone, in person, or in writing. The position requires a High School Diploma or equivalent and about four years of technical clerical

Qualifications

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

Responsibilities

• Receive and maintain meeting notices of state public bodies and post to Meeting Notices Online.
• Compile, codify, publish, and maintain Oklahoma’s official administrative law as required by the APA.
• Review notary public applications and notarial bonds to ensure compliance with Title 49 of the Oklahoma Statutes.
• Review transmitting utility and railroad documents for filing and validate with official stamp, date and signature.
• Advise and assist agency staff and the public on filing procedures, fees, and requirements per statute, rule, or policy.

Education

High School Diploma, or Equivalent

Job description

Job Posting Title

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

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

• 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.

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.

Application restrictions for current employees

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

Oklahoma State Government is the largest employer in the state of Oklahoma, employing over 35,000 diverse and talented employees in more than 100 state agencies, boards and commissions. Our workplaces can be found across the state from Boise City to Idabel, Hollis to Miami, and everywhere in between.

Industries: Government Administration

Worker Size: 10,001+ Employees

Headquarters: Oklahoma City, Oklahoma

Utilizing the Office of Veterans Placement provides eligible veterans additional services and interview opportunities for State of Oklahoma employment.