Administrative Specialist III

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5/23/2024 (8:00 PM EDT)

24-02768

Administrative Specialist III

Pay Grade 12

Salary

$2,805.24 - $4,207.94 Monthly

Employment Type

EXECUTIVE BRANCH | FULL TIME | ELIGIBLE FOR OVERTIME PAY | 18A | 37.5 HR/WK

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Hiring Agency

General Government Cabinet | Secretary of State

Location

State Capitol Building

700 Capita Suite 152

Frankfort, KY 40601 USA

Description

The Office of the Secretary of State is a constitutional office within the Commonwealth of Kentucky. The Secretary of State serves as the Commonwealth's Chief Election Officer, Chief Business Official, and chief advocate for civic engagement. There are three offices within the department: the Office of Administration, Office of Business Services and Office of Elections. This position is within the Office of Business Services.

Key Responsibilities:

• Receives and reviews a high volume of business filings for legal compliance with KRS Chapter 14A, with a heavy emphasis on, and responsibility for, managing electronic business filings from sources including but not limited to, Kentucky Business One Stop, Fast Track, and the dedicated sosfilings@ky.gov email address.

• Processes payments of filing fees, scans documents, and creates entries for business filings and files the same into the Integrated Desktop Enterprise ("IDE") system with accuracy and attention to detail.

• Drafts correspondence on behalf of the Office of the Secretary of State regarding business filings, including return letters, with great attention to detail and accuracy.

• Provides information and support to the public regarding business filings covering topics such as business formations, the status of filings, and miscellaneous troubleshooting questions via telephone, email, and mail.

• Responds timely and accurately to all phone and email inquiries regarding all electronically-requested or submitted business filings.

• Compiles statistics and drafts reports for executive leadership regarding business filings.

• Develops and provides recommendations to section supervisor for business filings forms and functionality.

• Attends collaboration meetings with IT staff and other agencies to assist in the performance of business filings activities.

• Supports business records section during staffing shortages and heavy volume to assist with record requests, UCC filings, apostilles, notary public applications, trademark applications, and related issues.

Preferred Knowledge/Skills/Abilities:

• Customer Service skills.

• Organizational skills.

• Good verbal and written communication skills.

• Ability to multi-task.

• Team player.

If you are interested in a challenging and rewarding career where you can make a positive difference in the Commonwealth of Kentucky, we would love to review your application for Administrative Specialist III.

Minimum Requirements

EDUCATION: Graduate of a college or university with a bachelor's degree.

EXPERIENCE, TRAINING, OR SKILLS: Three years of professional, administrative, or business experience.

Substitute EDUCATION for EXPERIENCE: Additional education will substitute for the required experience on a year-for-year basis.

Substitute EXPERIENCE for EDUCATION: Additional administrative, business, research, and/or clerical experience will substitute for the required education on a year-for-year basis.

SPECIAL REQUIREMENTS (AGE, LICENSURE, REGULATION, ETC.): NONE

Working Conditions

Incumbents working in this job title primarily perform duties in an office setting.

Probationary Period

This job has an initial and promotional probationary period of 6 months, except as provided in KRS 18A.111.

If you have questions about this advertisement, please contact Michelle Starkweather at michelle.starkweather@ky.gov.

An Equal Opportunity Employer M/F/D