Certificate Specialist

Commonwealth Museum; Boston (MA); Hybrid; USD 42,000 - 48,000; Full time

Job summary

The Secretary of the Commonwealth's office seeks a Certificate Specialist in the Corporations Division to issue certificates of good standing and legal existence for business entities on file. The role also handles public inquiries by phone and in person, with a focus on accuracy and the ability to multi-task.

Onsite work is required, 8:45am to 5pm, Monday through Friday. Candidates should have clerical experience, be proficient with Microsoft Word, and type at least 40 wpm.

Qualifications

• Minimum of one year of college, preferred.
• Previous clerical experience.
• Previous filing experience helpful.
• Ability to accurately type at least 40 words per minute.
• Working knowledge of Microsoft Word.
• Familiarity with computer applications.
• Must be able to work onsite 8:45am to 5pm Monday thru Friday.

Responsibilities

• Type all Legal Certificates (long forms, short forms, foreign, mergers, etc…)
• Write up orders from the public.
• Answer general corporate phone questions from the public as well as the Springfield office.
• Understand business records filed with the Corporations Division.
• Review filed documents for issuing various certificates of fact for the Division.
• Assist the public in person and via email and phone.
• Assist the public in the office with requests made in person.

Skills

Multi-tasking

Attention to detail

Public interaction

Typing 40 wpm

Education

One year of college

Tools

Microsoft Word

Job description

The Secretary of State is seeking candidates for a Certificate Specialist in the Order Room of the Corporations Division. This position is responsible for issuing certificates of good standing and legal existence for business entities on file with the Division. The position will also work directly with the public and answer phone calls regarding filing issues. In addition, this position will also be cross-trained on other positions within the Division, when needed. This position processes a high volume of certificate requests and requires an attention to detail and the ability to multi-task.

Representative Tasks:

• Type all Legal Certificates (long forms, short forms, foreign, mergers, etc…)
• Write up orders from the public.
• Answer general corporate phone questions from the public as well as the Springfield office.
• Understand business records filed with the Corporations Division.
• Review filed documents for issuing various certificates of fact for the Division.
• Assist the public in person and via email and phone.
• Assist the public in the office with requests made in person.

Knowledge, Skills, and Abilities Required:

• Ability to work cooperatively with co-workers and interact well with the public.
• Ability to deal with repetition.
• Exhibit a strong attention to detail.
• Ability to multi-task.

Minimum Qualifications:

• Minimum of one (1) year of college, preferred.
• Previous clerical experience.
• Previous filing experience helpful.
• Ability to accurately type at least 40 words per minute.
• Working knowledge of Microsoft Word.
• Familiarity with computer applications.
• Must be able to work onsite 8:45am to 5pm Monday thru Friday.

About us

The Secretary of the Commonwealth's office comprises 23 departments across 19 locations around Massachusetts.

As the third-ranking constitutional officer in Massachusetts, the Secretary of the Commonwealth serves as the chief election officer, chief information officer, and chief securities regulator in Massachusetts. Additionally, the office is charged with registering business entities and lobbyists, distributing grants for historic preservation, safeguarding the state's public records and artifacts, and much more.

Whatever your background or area of interest, there is a place for you at the Secretary of the Commonwealth's office.

Statement of Diversity and Anti-Discrimination:

The Office of the Secretary of the Commonwealth is an Equal Opportunity Employer. As a representative of the Commonwealth and its residents, the Office strives to ensure that those working in our office reflect the diversity of the communities we serve. The Office encourages applicants from a broad spectrum of backgrounds to apply for positions.

It is the policy of The Office of the Secretary of the Commonwealth to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law.

Disability Accommodation:

Qualified individuals with disabilities are encouraged to apply. We will gladly assist applicants in need of an accommodation. For assistance, contact ADA Coordinator Rebecca Murray at 617-727-2832 or [e-mail]

Covid-19 Vaccination Requirement for Employment:

As a condition of employment, successful applicants will be required to have received COVID-19 vaccination or an approved exemption as of their start date. Details relating to demonstrating compliance with this requirement will be provided to applicants selected for employment. Applicants who receive an offer of employment who can provide documentation that the vaccine is medically contraindicated or who object to vaccination due to a sincerely held religious belief may make a request for exemption.

This position is not eligible for remote work.

Total Compensation

As an employee of the Commonwealth of Massachusetts, you are offered a great career opportunity to influence a wide spectrum of services to the diverse populations we serve - but it is more than a paycheck. The State's total compensation package features an outstanding set of employee benefits that you should consider towards your overall compensation, including:

• 75% state paid medical insurance premium
• Reasonable Dental and Vision Plans
• Flexible Spending Account and Dependent Care Assistance programs
• Low cost basic and optional life insurance
• Retirement Savings: State Employees' Pension and a Deferred Compensation 457(b) plan
• 12 paid holidays per year and Sick, Vacation, and Personal Time
• Tuition benefits for employee at state colleges and universities
• Short-Term Disability and Extended Illness program participation options
• Incentive-based Wellness Programs
• Professional Development and Continuing Education opportunities
• Qualified Employer for Public Service Student Loan Forgiveness Program