SOS License and Permit Spec IV (JP26-015)

The Office of the Secretary of State (Office) is a dynamic state agency that files and maintains government and business records; commissions notaries; authenticates public documents for international use; regulates commercial use of the state seal; and conducts various transactions that affect the lives of the public in and outside of Texas. The Government Filings section within the Office is composed of five teams: Notary & Authentications, Notary Complaints Unit, Service of Process, Registrations, and the Texas Register. The Registrations team is an integral team within the Division that issues registrations related to certain occupations and businesses and oversees entity compliance with various reporting requirements. 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

You will perform advanced (senior-level) licensing and permitting work with the Registrations team within the Office of the Secretary of State. This position plays a critical role in overseeing and executing complex licensing and permitting responsibilities, with a particular focus on issuing registrations related to regulated occupations and businesses, and ensuring compliance with applicable statutes and administrative rules. In this role, you will perform advanced administrative and regulatory work requiring strong analytical skills and a comprehensive understanding of relevant laws, policies, and procedures. You will be responsible for providing guidance, support, and training to team members, ensuring accuracy, consistency, and compliance in all aspects of registration processing. This position may also assist in identifying process improvements, support modernization efforts, and serve as a subject matter expert in the review of complex or escalated cases. You will work independently with general supervision, exercising moderate to significant latitude in the use of initiative and independent judgment within established policies and procedures.

EXAMPLES OF WORK PERFORMED

Job-Related Duties

• Reviews initial, amended, and renewal license and registration applications using established laws, policies, and procedures.
• Determines applicable statutes and administrative rules and applies them in accordance with agency guidelines.
• Manages a high volume of applications in a fast-paced, detail-oriented environment.
• Ensures data integrity by timely and accurately entering application data, fees, and all required documents into multiple databases.
• Communicates professionally with external and internal customers verbally and in writing regarding applicable policies, procedures, statutes, rules, and reasons for rejection of filings.
• Tracks applications and other documents related to the maintenance of a registration or other filing.
• Reviews complex supplemental documentation and may require coordination with banks, surety companies, external agencies, and/or regulatory bodies.
• Reviews documentation completed by other staff for accuracy and completeness.
• Edits notices, correspondence, memos, and reports related to the Registrations Unit activities and compliance.
• Resolves highly complex and escalated registration issues.
• Develops technical and administrative procedures for reviewing and processing documents.
• Assesses risks in licensing processes by verifying applicant credentials and qualifications and ensuring operational integrity.
• Maintains a preferred turnaround time of three (3) business days or less on all documents.
• Monitors and abides by the agency retention schedule.
• Assists legal staff with preparing documents related to administrative actions.
• Assists with training other staff performing similar tasks.
• Performs other duties as assigned by the supervisor.

Personnel Related Duties

• Consciously foster a workplace environment that is consistent with the division’s core values: Help Everyone; Work Hard, Rest Hard; Fail Well; Open Communication; Seek Growth
• Work 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 three years of administrative experience

Minimum of three years of customer service experience

Minimum of three years of leadership experience

Ability to type 40 CWPM

Experience with modernization initiatives, such as implementing new technologies, updating legacy systems, or improving processes.

PREFERRED QUALIFICATIONS

Two years (60 semester hours) of college coursework, or more.

Ability to proficiently speak and read/write proficiently in Spanish.

KNOWLEDGE, SKILLS, ABILITIES

• 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 work as a member of a team and be an effective team player in a pleasant, professional manner.
• Ability to meet established deadlines.
• Ability to respond to public inquiries in a timely manner; to implement administrative and technical procedures; to interpret applicable laws, rules, regulations, policies, and procedures; and to communicate effectively.
• Ability to work with the public.
• Ability to multitask in a fast-paced, high-volume, deadline-oriented environment.
• Ability to use a computer to retrieve, research, and provide information.
• Ability to read and understand relevant statutes, administrative rules, policies/procedures, directions, instructions, and apply them to make decisions.
• Must be detail-oriented.
• Regular and punctual attendance.
• Ability to contribute to modernization efforts and adapt to evolving technologies.
• Excellent organizational skills and ability to follow through with assigned tasks in a timely manner.
• Ability to communicate effectively verbally and in writing.
• Ability to be flexible and quickly adjust to new situations and changing demands of the team and supervisor.
• Dependable, resourceful, and able to work independently.
• Must be willing to work overtime as required.

Work hours are 8:00 am to 5:00 pm, Monday through Friday. On occasion, overtime may be required.

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

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: 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.