Job Description

Job Description and Duties

The Business Programs Division’s Notary/Special Filings Section is responsible for appointing and commissioning notaries public in the State of California. The SOS grants four-year notary public commissions to qualified persons, approves notary public education courses, authorizes notary seal manufacturers, investigates violations of notary public law and takes disciplinary action. With approximately 140,000 active notaries public in California; government, business, and the public depend on the integrity of notaries public to take the required steps in authenticating signatures and properly completing notarial transactions. In the performance of such duties, the SOS strives to ensure that applicants and commissioned notaries public possess the requisite honesty, credibility, truthfulness, and integrity to fulfill the responsibilities of the position.

Do you have an analytical mindset and a keen sense of curiosity? Are you a highly motivated and disciplined individual who can communicate with confidence, clarity, and credibility? Can you act independently and as part of a team? If you answered yes, then we have an opportunity for you. The California Secretary of State’s Business Programs Division is recruiting to fill a permanent, full-time Staff Services Analyst position in the Notary Public/Special Filings Section’s Notary Public Compliance Unit. A Training and Development (T&D) Assignment will be considered for this recruitment. To be appointed to the classification, the successful T&D candidate must fully meet the minimum qualifications by the end of the T&D assignment.

Under the general supervision of the Staff Services Manager, I and/or Staff Services Manager II, this position will work collaboratively with all levels of Business Programs Division staff as well as the Legal Affairs Unit to perform analytical duties in support of the Notary Public Compliance Unit. Confidentiality and discretion are required due to the nature and sensitivity of the documents processed. The position requires the ability to interpret the laws, regulations, and policies related to criminal convictions and rehabilitation criteria, penal code and other criminal code violations. Duties encompass the following:

• Confidential File Management

• Public Relations and Outreach

• Notary Education Oversight

• Legislative, Budgetary and Management Analysis

Supplemental Questionnaire: Applicants must submit a Supplemental Questionnaire responding to the questions listed below, it should be no more than two (2) pages typed, using business professional font, font size, and formatting. Responses do not need to include the question but must be numbered in the same order. Applications submitted without the Supplemental Questionnaire will not be considered.

1. Describe a specific situation in your work when there are competing priorities and deadlines and what actions you take to ensure each deadline is met.
2. Describe in detail the steps you take to research and analyze a complex work-related issue.  

You will find additional information about the job in the .

Working Conditions

Positions will have a hybrid schedule once a 12-month probation is passed, which may include up to three telework days per week. Alternate Work Week (AWW) schedules (9/8/80, 4/10/40) may also be available. Telework and schedule offerings are subject to change due to business needs.

Special Requirements

You must pass a live scan background check. Please Note: Candidates selected to interview may be required to take an analytical writing exam as a component of the hiring interview process.

Examination Information: Candidates new to state service or those seeking a promotional opportunity must take the online examination to establish eligibility. The examination can be found at the following link: CalCareers Exam Link . There is also a Limited Examination & Appointment Program (LEAP) exam available for this classification. Information on the LEAP certification process is available on the Department of Rehabilitation LEAP Certification website .

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Ability to act independently, with open-mindedness, flexibility, and tact; and the ability to act effectively under pressure.

• Ability to analyze, present ideas and information through effective verbal and written communication.

• Experience with performance monitoring and the use of automated systems.
• Proficiency using Microsoft Office applications (e.g. Word, Excel, PowerPoint, Outlook) and Visio.
• Experience with html, Adobe Acrobat and Content Management Systems.
• Experience working on a team project, team building, or team management with strong collaborative skills, while interacting effectively with the public and all levels of departmental personnel.
• Candidates should be capable of creative and flexible thinking and have a good understanding of organizational techniques and time management skills; including techniques for prioritizing multiple projects to ensure completion by established deadlines.
• Ability to create, review, and edit clear and concise written reports.

• Punctuality and good attendance are essential.

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is optional. It may be included, but is not required.
• Supplemental Application - Please provide your responses to the supplemental questions as directed above.

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