Notary & Authentications Program Manager
About The Position
This role is responsible for supervising daily operations, ensuring compliance with the Code of Virginia, and managing staff workflow related to notary applications, commission records, and the authentication of notarized documents. The Manager exercises independent judgment in interpreting statutes, policies, and procedures, oversees public-facing services and records management, and ensures high standards of accuracy and quality control. In addition, the Manager is responsible for developing, maintaining, and administering continuing education courses for notary applicants, ensuring training materials reflect statutory requirements and best practices.
Requirements
- Knowledge of administrative procedures and regulatory requirements applicable in the Commonwealth of Virginia.
- Skill in reviewing and overseeing the handling of official documents for accuracy, completeness, and compliance.
- Ability to supervise staff responsible for data entry, records maintenance, and use of CRM systems and electronic records tools.
- Ability to communicate clearly, professionally, and effectively with the public, court personnel, and internal staff.
- Strong judgment and discretion when managing confidential or sensitive information.
- Ability to manage programs, workflows, and training initiatives with accuracy and accountability.
Responsibilities
- Support the director of the department in the processing and review of notary public applications to ensure compliance with statutory requirements, departmental policies, and documentation standards, including quality control of staff work.
- Develop, maintain, and administer continuing education courses for notary applicants, including curriculum design, updates to reflect statutory changes, delivery of training content, and oversight of related records.
- Manage departmental recordkeeping by ensuring staff accurately enter, update, and maintain notary commission records, applicant data, and related information in CRM and internal tracking systems.
- Supervise the authentication of notarized documents by ensuring staff properly verify notarial acts, signatures, seals, and supporting documentation for validity and completeness.
- Lead and manage responses to constituent inquiries regarding notary procedures, commission status, authentication requirements, and statutory timelines, ensuring staff provide accurate and professional guidance.
- Provide operational leadership and full administrative oversight for departmental communications, including phone calls, email correspondence, online applications, and review of eNotary applications.
- Maintain confidentiality and enforce records retention and privacy standards for sensitive personal, legal, and governmental information.
- Direct continuity-of-operations efforts within the Notary Department during periods of high volume, ensuring adherence to established workflows, deadlines, and service standards.
- Serve as managerial backup to the Authentications Department during peak operational periods, coordinating staff support while ensuring continuity of service.
- Evaluate departmental procedures and propose improvements to enhance efficiency, accuracy, and customer service.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
Education Level
No Education Listed
