Notary & Authentications Program Manager

Secretary of the commonwealth; Richmond (VA); On-site; USD 65,000 - 68,000; Full time

Job summary

The Secretary of the Commonwealth is seeking a Notary & Authentications Program Manager to supervise daily operations and ensure compliance with Virginia law. You will oversee notary applications, commission records, and document authentication, exercising independent judgment in interpreting statutes, policies, and procedures.

Responsibilities include developing continuing education courses for notary applicants, managing staff workflows, maintaining records in CRM systems, and guiding

Qualifications

• Knowledge of administrative procedures and regulatory requirements applicable in the Commonwealth of Virginia.
• Skill in reviewing and overseeing the handling of official documents for accuracy, completeness, and compliance.
• Ability to supervise staff responsible for data entry, records maintenance, and use of CRM systems and electronic records tools.
• Ability to communicate clearly, professionally, and effectively with the public, court personnel, and internal staff.
• Strong judgment and discretion when managing confidential or sensitive information.
• Ability to manage programs, workflows, and training initiatives with accuracy and accountability.

Responsibilities

• Support the director of the department in the processing and review of notary public applications to ensure compliance with statutory requirements, departmental policies, and documentation standards, including quality control of staff work.
• Develop, maintain, and administer continuing education courses for notary applicants, including curriculum design, updates to reflect statutory changes, delivery of training content, and oversight of related records.
• Manage departmental recordkeeping by ensuring staff accurately enter, update, and maintain notary commission records, applicant data, and related information in CRM and internal tracking systems.
• Supervise the authentication of notarized documents by ensuring staff properly verify notarial acts, signatures, seals, and supporting documentation for validity and completeness.
• Lead and manage responses to constituent inquiries regarding notary procedures, commission status, authentication requirements, and statutory timelines, ensuring staff provide accurate and professional guidance.
• Provide operational leadership and full administrative oversight for departmental communications, including phone calls, email correspondence, online applications, and review of eNotary applications.
• Maintain confidentiality and enforce records retention and privacy standards for sensitive personal, legal, and governmental information.
• Direct continuity-of-operations efforts within the Notary Department during periods of high volume, ensuring adherence to established workflows, deadlines, and service standards.
• Serve as managerial backup to the Authentications Department during peak operational periods, coordinating staff support while ensuring continuity of service.
• Evaluate departmental procedures and propose improvements to enhance efficiency, accuracy, and customer service.

Skills

Administrative knowledge

Document review

Staff supervision

Public communication

Judgment & discretion

Program management

Tools

CRM systems

Job description

Title: Notary & Authentications Program Manager

Hiring Range: $65,000 to $68,000

Pay Band: UG

Agency: Secretary of the Commonwealth

Location: Patrick Henry Building

Agency Website: https://www.commonwealth.virginia.gov/

Recruitment Type: General Public - G

Job Duties

This role is responsible for supervising daily operations, ensuring compliance with the Code of Virginia, and managing staff workflow related to notary applications, commission records, and the authentication of notarized documents. The Manager exercises independent judgment in interpreting statutes, policies, and procedures, oversees public-facing services and records management, and ensures high standards of accuracy and quality control. In addition, the Manager is responsible for developing, maintaining, and administering continuing education courses for notary applicants, ensuring training materials reflect statutory requirements and best practices.

Key Responsibilities

• Support the director of the department in the processing and review of notary public applications to ensure compliance with statutory requirements, departmental policies, and documentation standards, including quality control of staff work.
• Develop, maintain, and administer continuing education courses for notary applicants, including curriculum design, updates to reflect statutory changes, delivery of training content, and oversight of related records.
• Manage departmental recordkeeping by ensuring staff accurately enter, update, and maintain notary commission records, applicant data, and related information in CRM and internal tracking systems.
• Supervise the authentication of notarized documents by ensuring staff properly verify notarial acts, signatures, seals, and supporting documentation for validity and completeness.
• Lead and manage responses to constituent inquiries regarding notary procedures, commission status, authentication requirements, and statutory timelines, ensuring staff provide accurate and professional guidance.
• Provide operational leadership and full administrative oversight for departmental communications, including phone calls, email correspondence, online applications, and review of eNotary applications.
• Maintain confidentiality and enforce records retention and privacy standards for sensitive personal, legal, and governmental information.
• Direct continuity-of-operations efforts within the Notary Department during periods of high volume, ensuring adherence to established workflows, deadlines, and service standards.
• Serve as managerial backup to the Authentications Department during peak operational periods, coordinating staff support while ensuring continuity of service.
• Evaluate departmental procedures and propose improvements to enhance efficiency, accuracy, and customer service.

Minimum Qualifications

Core Competencies and Skills:

• Knowledge of administrative procedures and regulatory requirements applicable in the Commonwealth of Virginia.
• Skill in reviewing and overseeing the handling of official documents for accuracy, completeness, and compliance.
• Ability to supervise staff responsible for data entry, records maintenance, and use of CRM systems and electronic records tools.
• Ability to communicate clearly, professionally, and effectively with the public, court personnel, and internal staff.
• Strong judgment and discretion when managing confidential or sensitive information.
• Ability to manage programs, workflows, and training initiatives with accuracy and accountability.

Additional Considerations

This is an At-Will position appointed by the Governor of Virginia. There is no teleworking in this position.

Special Instructions

The selected candidate will need to successfully complete a fingerprint background check.

Contact Information

Name: Cheryl Oppan

Phone: [phone]

Email: [e-mail]

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.