SOS Admin Assnt IV (JP26-001) - Govt. Filings

Receptionist Position

The receptionist position will serve as the first point of contact for the Office of the Secretary of State and will be responsible for assisting and directing all customerswhether in person, by phone, or electronicallyto the appropriate divisions or services. This includes providing guidance related to elections, notary commissions, authentications, business and government filings, the Texas Register, service of process, and other agency functions. The receptionist plays a key role in ensuring a positive and efficient experience for all visitors and stakeholders interacting with the Office.

Within the Office, the receptionist position will report to the Government Filings section which is composed of five specialized teams : Notary Authentications, Notary Complaints Unit, Service of Process, Registrations, and the Texas Register. Among them, the Notary Authentications team plays a vital role in processing documents related to notary applications and the issuance of apostilles or official certificates for use abroadhandling approximately 20,000 documents monthly. Their work ensures that Texas documents meet international standards and maintain the integrity of official processes that impact individuals, businesses, and foreign governments.

You will be responsible for greeting visitors, maintaining the reception area to ensure a professional and welcoming office environment, maintain office security by following procedures for visitor access and managing logbooks. This position will frequently assist walk-in customers. You will perform moderately complex administrative work with the Notary Authentications team within the Office of the Secretary of State. You will be responsible to communicate verbally and in writing with the public concerning questions related to the office. Work hours are 8 : 00 am to 5 : 00 pm, Monday through Friday, and on rare occasions overtime may be required.

Examples of work performed include : greeting and directing visitors to the appropriate person or office, ensuring a positive first impression; providing administrative support through filing, data entry, and photocopying; maintaining the front desk and reception area by keeping it clean, organized, and stocked with necessary supplies; using a PC to retrieve necessary information from a computer database; producing and assembling documents for mailing; opening and distributing mail; and other work as assigned by supervisor. Personnel related duties include consciously fostering a workplace environment that is consistent with the divisions core values : Help Everyone; Work Hard, Rest Hard; Fail Well; Open Communication; Seek Growth; working positively with team members and leadership to foster a cohesive team environment.

A detailed and complete application is required to demonstrate how you meet the required qualifications below :

Required Qualifications :

• High school diploma or equivalent certificate
• Minimum of 1 year of administrative experience
• Minimum of 1 year of customer service experience
• Ability to proficiently speak and read / write in Spanish

Knowledge, Skills, and Abilities :

Physical Requirements :

Important Notes to Applicant :

It is highly recommended that applicants submit a cover letter for weighted consideration. Applicants who qualify for an interview will be asked to participate in a skills demonstration assignment. Salary for this position is paid on the first business day of each month.

Benefits :