Special Assistant for Notary & Authentications

Secretary of the commonwealth; Richmond (VA); On-site; USD 55,000 - 60,000; Full time

Job summary

The Secretary of the Commonwealth seeks a Special Assistant for Notary & Authentications to provide administrative, technical, and public-facing support for the Commonwealth’s Notary and Authentication programs. You will process notary and eNotary applications, maintain commission records, and authenticate documents for domestic and international use in compliance with Virginia law and Hague conventions.

Responsibilities include reviewing documents for authenticity, managing data in CRM systems,

Qualifications

• Knowledge of notary and authentication procedures as per Virginia law.
• Experience reviewing official documents for authenticity and compliance.
• Familiarity with CRM systems and electronic records management.

Responsibilities

• Process, review, and approve notary public and eNotary applications for compliance.
• Maintain accurate notary commission records and applicant data in CRM systems.
• Review notarized documents for authenticity and proper execution before authentication.
• Process authentication and apostille requests for domestic and international use.
• Inspect vital records to verify eligibility and validity for certification.
• Provide professional customer service and guidance on notary procedures.

Skills

Notary statutes

Authentication processes

CRM data entry

Effective communication

Confidentiality

Time management

Job description

Title: Special Assistant for Notary & Authentications

Hiring Range: $55,000 to $60,000

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

The Special Assistant for Notary and Authentications provides specialized administrative, technical, and public-facing support for the Commonwealth’s Notary and Authentication programs. This position is responsible for processing notary applications, maintaining commission records, reviewing and authenticating documents for domestic and international use, and ensuring compliance with the Code of Virginia, the Hague Apostille Convention, and established departmental procedures. The role requires independent judgment, accuracy, confidentiality, and a high standard of customer service to citizens, businesses, courts, state agencies, and international entities.

Key Responsibilities

• Process, review, and approve notary public and eNotary applications to ensure compliance with statutory requirements, policies, and documentation standards.
• Maintain accurate notary commission records, applicant data, and related information within CRM systems and electronic tracking tools.
• Review and verify notarized documents for authenticity, completeness, and proper execution before authentication.
• Process authentication and apostille requests for documents intended for domestic and international use, ensuring compliance with Virginia law and applicable international conventions.
• Inspect and verify vital records—birth, marriage, divorce, and death certificates to confirm eligibility and validity for certification.
• Examine and approve documents submitted by adoption agencies, courts, public entities, and private organizations for authentication.
• Provide professional, timely customer service and guidance to citizens, attorneys, businesses, state agencies, and international bodies regarding notary and authentication procedures, requirements, and timelines.
• Manage constituent communications through phone, email, and in-person interactions, ensuring accurate information and a positive customer experience.
• Maintain confidentiality and safeguard sensitive personal, legal, and governmental information in accordance with privacy and records retention rules.
• Support continuity of departmental operations during periods of high volume, ensuring workflow consistency and adherence to deadlines.
• Serve as cross-functional backup between the Notary and Authentication units to maintain seamless service delivery.

Minimum Qualifications

Core Competencies & Skills

• Knowledge of notary statutes, authentication processes, document certification standards, and relevant provisions of the Code of Virginia.
• Skill in reviewing legal, official, and notarized documents for accuracy, authenticity, and compliance.
• Ability to accurately enter, manage, and retrieve data using CRM systems and electronic records tools.
• Strong communication skills to interact professionally with the public, courts, state agencies, and internal staff.
• Ability to maintain confidentiality, exercise discretion, and apply sound judgment in handling sensitive information.
• Ability to prioritize tasks, manage fluctuating workloads, and meet deadlines in a fast-paced environment.

Additional Considerations

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

Special Instructions

The selected candidate will be required 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.