The Office of the Texas Secretary of State (hereafter, the “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; regulate commercial use of the state seal; 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: Service of Process, Notary/Authentications, Notary Complaints Unit, and the Texas Register. The Division seeks a knowledgeable and experienced team member that thrives in a fast paced environment and enjoys problem solving. As the only state agency that can provide certain services for the public, it is crucial that our Division is accurate, diligent, and efficient with our work product, while providing staff with a positive work-life balance.

JOB DESCRIPTION

Performance of routine investigative work including reviewing, processing, and investigating approximately 150 of the 300 notary complaints submitted to the Office by the public, or on behalf of government agencies annually. Conduct investigations of alleged notary misconduct; interview complainants, notaries, and witnesses and prepare investigation findings for agency review. Communicate orally and in writing with the public regarding the notary complaint process, notary investigations, and notary education. Take and maintain accurate accounting of interviews and other complaint related public interactions. Obtain certified criminal records from state and federal agencies when necessary. Process complaints and associated investigations according to agency rules and within designated turnaround time frames. Work with staff attorneys to provide testimony and evidence for notary hearings with the State Office of Administrative Hearings (SOAH). This position requires excellent organizational and communication skills to obtain, review, and maintain evidence for use in investigations and in administrative hearings. May perform other duties as assigned.

Work hours are 8:00 am to 5:00 pm, Monday through Friday, and on rare occasions overtime may be required. Option for telework available depending on the needs of the Division.

EXAMPLES OF WORK PERFORMED

Job Related Duties

• Conduct a large number of background and personal history checks using various databases.

• Conduct approximately 150 investigations of complaints filed against notaries public.

• Contact and interview notaries, witnesses, and complainants.

• Identify and interview new witnesses when appropriate.

• Review and maintain evidence and documents for use in investigations and in administrative hearings.

• Evaluate and summarize investigative findings to staff attorneys for accurate disciplinary reprimand allocation.

• Oversee the notary reprimand process from notification to completion, including monitoring notary compliance; identifying; and escalating compliance issues.

• Locate and obtain certified court records for use in determining notary eligibility.

• Prepare cases for presentation and testify at administrative hearings and court proceedings.

• Determine what statutes and administrative rules are applicable to a given document, interpret those statutes and rules in accordance with agency guidelines, and apply them to the provisions set forth in the document.

• Review documents that are notarized by a Texas Notary or issued by city, state, or county officials in accordance with agency rules and within agency turnaround times.

• Correctly enter selected information from documents into a computer database.

• Respond to a heavy volume of phone calls and emails on a daily basis on moderately complex questions regarding notary complaints, notary investigations, and notary education.

• Track progress of all investigations in project management software.

• Produce and assemble documents for mailing.

• Gather information and/or provide public information for public information requests.

• Perform related work as assigned by Division Director.

Personnel Related Duties

• Consciously foster a workplace environment that is consistent with the overall Division’s culture and that emphasizes the identified mission, vision, guiding principles, and values of the Division.

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

A DETAILED AND COMPLETE APPLICATION IS REQUIRED TO DEMONSTRATE HOW YOU MEET THE REQUIRED QUALIFICATIONS BELOW

MINIMUM QUALIFICATIONS

• Some college credit, or graduation from technical or community college; additional experience in investigative work may be substituted for education.

• Minimum of one (1) year of investigative work; can be substituted for substantial, relevant work with Texas notaries public.

• Minimum of one (1) year of customer service.

• Ability to converse, read, and write in Spanish.

PREFERRED QUALIFICATIONS

• Two (2) years of experience with investigative work.

• Graduation from an accredited four-year college or university.

KNOWLEDGE, SKILLS, ABILITIES

• Knowledge of investigative principles, techniques, and procedures.

• Demonstrated ability to plan, organize, and conduct investigations and apply laws and administrative rules.

• Ability to plan, organize and conduct interviews, gather facts, and evaluate findings.

• Ability to testify in hearings and court proceedings.

• Knowledge of modern office practices and procedures and of office equipment.

• Ability to interpret documentation and to accurately enter high volume of data into a database in a fast paced environment.

• Ability to meet established deadlines.

• Ability to work with the public.

• Ability to exercise sound judgment.

• 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 communicate effectively orally and in writing.

• Ability to work as a member of a team and be an effective team player in a pleasant, professional manner.

• Mature, dependable, resourceful, and able to work independently.

• Regular and punctual attendance.

• Knowledge of statutory duties, policies, and procedures applicable to the agency.

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 CANDIDATE

Candidates 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/

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.

MINIMUM QUALIFICATIONS

• Some college credit, or graduation from technical or community college; additional experience in investigative work may be substituted for education.

• Minimum of one (1) year of investigative work; can be substituted for substantial, relevant work with Texas notaries public.

• Minimum of one (1) year of customer service.

• Ability to converse, read, and write in Spanish.

PREFERRED QUALIFICATIONS

• Two (2) years of experience with investigative work.

• Graduation from an accredited four-year college or university.

KNOWLEDGE, SKILLS, ABILITIES

• Knowledge of investigative principles, techniques, and procedures.

• Demonstrated ability to plan, organize, and conduct investigations and apply laws and administrative rules.

• Ability to plan, organize and conduct interviews, gather facts, and evaluate findings.

• Ability to testify in hearings and court proceedings.

• Knowledge of modern office practices and procedures and of office equipment.

• Ability to interpret documentation and to accurately enter high volume of data into a database in a fast paced environment.

• Ability to meet established deadlines.

• Ability to work with the public.

• Ability to exercise sound judgment.

• 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 communicate effectively orally and in writing.

• Ability to work as a member of a team and be an effective team player in a pleasant, professional manner.

• Mature, dependable, resourceful, and able to work independently.

• Regular and punctual attendance.

• Knowledge of statutory duties, policies, and procedures applicable to the agency.

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 CANDIDATE

Candidates 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/

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.