Public Records Specialist

State of Utah•Salt Lake City, UT

2d•Onsite

About The Position

The Office of the Lieutenant Governor oversees notaries public for the State of Utah. The office is also responsible for processing public records requests as provided in the Government Records Access and Management Act (GRAMA) and for correctly archiving publicly recorded documents as required by state code. The Office is looking for a dedicated individual to serve as its Public Records Specialist. This position is responsible for all processes concerning public records and documents in our office. This individual will oversee all notary applications and work with the office manager regarding notary administration. The position will work with individuals who submit GRAMA requests to ensure that the requests they make are responded to in a timely and lawful manner, as well as oversee the process for the archiving of public documents. This individual will also work daily with constituents requiring assistance in matters related to document authentication and general office assistance, as needed.

Requirements

Bachelor’s Degree or equivalent experience
Proven experience working in a professional office environment
Experience in reading, interpreting and implementing state code
Excellent communication skills—both written and verbal—with the ability to simplify and explain complex and technical concepts
Intermediate to advanced skills in Microsoft Office, Google Suite and Adobe Acrobat
Ability to deal with people in a manner that shows sensitivity, tact, and professionalism
Ability to organize, multitask, prioritize, and work under pressure
You must successfully pass a criminal history check.

Responsibilities

Process applications received for new and renewing notaries, including answering calls and responding to emails regarding notary applications
Process remote online notary and vendor applications
Maintain the public notary website
Investigate notary complaints and issue warnings, as needed
Maintain knowledge of the notary application process and implement improvements, as needed
Oversee all GRAMA requests submitted by constituents and organizations, and collaborate with others in the office, including attorneys, to locate records and draft responses
Oversee the process for retaining, transferring, and archiving all public documents or records in the office, as needed
Maintain a working knowledge of GRAMA code to answer relevant questions
Assist with the document authentication process and the front desk
Assist other staff in the office, as needed
Answer general office phone calls, including those related to elections, incorporations, annexations, document authentication, etc.