SOS Program Specialist ; JP

JOB DESCRIPTION

Performs highly complex (senior‑level) administrative support work, reviewing documents submitted to the Business Filings Team to determine compliance with statutory filing requirements. This position is responsible for reviewing and making legal determinations on submitted documents; entering selected information into a computer database; and communicating orally and in writing with attorneys and the public concerning filing requirements or reasons for rejections. Work is performed under limited supervision with moderate latitude for initiative and independent judgment.

Guidance may be provided for unusual or unique situations, and the role may assist others performing higher‑level work.

• Review documents to determine compliance with statutory requirements.
• Determine applicable statutes and administrative rules; apply them in accordance with agency guidelines.
• Accurately enter data from documents into a computer database.
• Prepare written notifications citing statutory or administrative reasons for document rejection.
• Resolve customer service issues related to business filings.
• Respond to moderately complex inquiries from attorneys and the public regarding filing requirements and administrative rules.
• Provide technical assistance to customers navigating our online systems. May require troubleshooting by phone or email to resolve an issue.
• Enter payment information into an internal database system.
• Use a computer to retrieve necessary information to make filing determinations.
• Communicate filing guidance and rejection reasons via phone and in writing.
• Produce official proof of filings.
• Prepare documents to be scanned and mailed; explain agency programs and procedures as needed.
• Conduct administrative reviews of applications, reports, or documents to ensure completeness.
• Respond to inquiries regarding technical or administrative policies and procedures.
• Compile and edit data for use in charts, databases, reports, or summaries.
• Provide guidance and assistance to other staff performing similar tasks.
• Perform other duties as assigned.

• Knowledge of office practices and administrative procedures.
• Skill in using standard office equipment and software, including Microsoft Office.
• Strong verbal and written communication skills.
• Ability to enter a high volume of data accurately and quickly.
• Ability to prioritize tasks in a fast‑paced, deadline‑oriented environment.
• Strong attention to detail and organizational skills.
• Ability to interact effectively with the public and provide timely responses.
• Ability to interpret and apply rules, regulations, and agency policies.
• Ability to work independently or collaboratively to meet goals.
• Ability to maintain punctuality and adhere to approved work schedules.

• Minimum two years of customer service experience.
• Minimum two years of administrative experience.
• Ability to type a minimum of 40 CWPM.

• High school diploma or equivalent certificate.

• 2 years (60 semester hours) of college or an Associate’s Degree.
• 1 year of experience involving review of documents, statutory interpretation, and compliance with filing requirements.
• Ability to read, write, and speak Spanish.

This job description reflects management’s assignment of essential functions and position responsibilities. Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at any time.