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Editor I

Appointments and Filings Officer

The Office of the Secretary of State (Office) is a dynamic state agency that is statutorily designated to file and maintain business and government records; commission notaries; authenticate public documents; publish the Texas Register; and conduct various transactions that affect the lives of the public in and outside of Texas. The Government Filings Division (Division) within the Office is made up of four teams: the Texas Register, Service of Process, Notary/Authentications, and the Notary Complaints Unit. The Division seeks a knowledgeable and experienced team member who thrives in a fast paced environment and enjoys solving problems. As the only state agency that provides these services for the public, it is crucial that our division is accurate, diligent, and efficient.

JOB DESCRIPTION:

The person in this position performs advanced (senior-level) administrative support work. Work involves coordinating the dissemination of information, developing filing systems, and coordinating internal administrative support work. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment. A person in this position is responsible for accepting, reviewing, and filing documents in accordance with Texas statutes and within agency rules and turnaround times. This position requires tenacity and tact in a high volume and potentially stressful environment. Additionally, this position serves as a backup editor for the Texas Register. The person in this position must comply with all applicable agency policies and procedures, including safety and standards of conduct.

EXAMPLES OF WORK PERFORMED:

1. Determine what statutes and administrative rules are applicable to a given document, interpret those statutes and rules in accordance with agency guidelines, and file or reject the document pursuant to applicable statutes and rules.
2. Coordinate the creation and filing of commissioning documents with the Governor’s Appointments Office.
3. Enter required information into a computer database.
4. Participate in correct and respectful verbal and written communications with the public and with other state agencies.
5. Prepare written notification of statutory reasons for objecting to filings.
6. Respond to customers’ phone calls or emails on a daily basis regarding moderately complex questions from the public relating to requirements for specified documents and methods and procedures for curing filing deficiencies.
7. Detect and correct errors in spelling, punctuation and syntax in Texas Register filings.
8. Prepare Texas Register documents for publishing, both online and in print.
9. Work hours are 8:00 a.m. to 5:00 p.m., and on rare occasions overtime may be required.
10. Work is performed primarily in a seated position before a PC with occasional walking to the Capitol and the Governor’s Office.
11. Other work as assigned by team supervisor.

Personnel Related Duties:

Work as a member of a team and be an effective team player in a pleasant, professional manner.

YOUR APPLICATION FOR EMPLOYMENT MUST SHOW HOW YOU MEET EACH OF THE FOLLOWING QUALIFICATIONS.

REQUIRED QUALIFICATIONS:

Minimum of one year of administrative experience and graduation from an accredited four-year college or university. Experience and education may be substituted for one another.

Knowledge, Skills and Abilities:

• Knowledge of modern office practices and procedures and of office equipment.
• Knowledge of administrative, clerical, and data entry procedures and systems.
• Experience in customer service, clerical or administrative support work.
• Ability to interpret documentation and to accurately enter a high volume of data into a database in a fast paced environment.
• Ability to multitask and prioritize work to meet publication deadlines.
• Ability to communicate effectively both verbally and in writing with team members, agency contacts, and the public.
• Ability to work in a fast paced, high volume, deadline-oriented environment.
• Ability to be flexible and quickly adjust to new situations and changing demands of the team and team leader.
• Must be detail-oriented.
• Ability to use a computer to retrieve, research, and provide information.
• Ability to learn and apply relevant statutes, administrative rules, policies and procedures, directions, and instructions.
• Ability to work as a member of a team and be an effective team player in a pleasant, professional manner.
• Ability to build appropriate rapport and maintain positive working relationships.
• Mature, dependable, resourceful, and able to work independently.
• Ability to lift and carry boxes weighing up to thirty (30) pounds.
• Ability to adhere to an approved work schedule and maintain punctual attendance.
• Ability to work overtime when required.
• Knowledge of statutory duties, policies and procedures applicable to the agency.
• Excellent organizational skills and ability to follow through with assigned tasks in a timely manner.
• Familiarity with software used for publishing such as Adobe Acrobat, Adobe Photoshop, Adobe Dreamweaver, etc.

PHYSICAL REQUIREMENTS:

• Perform duties in a stationary (seated) position with occasional periods of walking.
• Lift and carry boxes weighing up to thirty (30) pounds.

IMPORTANT NOTES TO APPLICANT:

Applicants who qualify for an interview may be asked to participate in a skills demonstration/assignment.

Salary for this position is paid on the first business day of each month.

Benefits: https://www.ers.texas.gov/

Include Veterans Information in both Job Description and Qualifications boxes:

Information for Veterans, Reservists, or Guardsmen:
The following MOS codes are generally applicable to this position: 15P, 36B, 42A, 56M, 68J, 88H, 88N, 89A, 89B, 92A, 92Y, AZ, LS, MC, PS, RP, SN, YN, 641X, 741X, 360, 018, 0100, 0111, 6046, 0102, 0170, 4430, 3A1X1, 8A200. Please include any of these codes in the State of Texas application to better determine whether the minimum qualifications for this posting have been met.