Processing Technician

Introduction

The State of Connecticut, Secretary of State (SOTS) is designated by the Connecticut Constitution and General Statutes as the official custodian of a wide array of public records and documents. As a vital source of information related to businesses, commercial lenders, elections, legislation, regulations, and more, the office responds to over 600,000 requests for information annually.


We are currently recruiting for a full-time Processing Technician within the Business Services Division. This position is 40 hours per week, with a schedule of Monday through Friday, 8:30am to 5:00pm.


WHAT WE CAN OFFER YOU

• View our State Employee Benefits Overview page!
• Opportunities to invest in your professional growth and development with training programs, tuition reimbursement, and opportunities for advancement within the State of Connecticut.
• Connecticut is a strong community with a lot to offer in entertainment, food and shopping, recreation in our beautiful state parks and forests, diverse culture, and rich history. Learn more about all Connecticut has to offer.

POSITION HIGHLIGHTS

• Full-Time, 40 hours per week
• Monday through Friday
• Location: Hartford, CT
• Hybrid (office/telework) may be available

THIS JOB IS FOR YOU IF

• You're organized and systematic - the little details matter to you and you have strong attention to detail and accuracy to complete tasks accurately and efficiently.
• You work quickly under pressure and value the quality of your work.
• You're a lifelong learner and are interested in learning new skills and work procedures.
• You value providing prompt quality service and improving access to information.
• You want to do work that matters and want to build a better Connecticut with the Office of the Secretary of the State.

ABOUT THE ROLE


The selected candidate will process payments for various transactions and manage financial statements, notary applications and renewals, and document authentication and apostille requests. The role also involves reviewing filings, exercising discretion, and returning items that do not meet statutory requirements with clear guidance for correction.


The successful candidate will become proficient in the use of multiple systems, including Salesforce and the e-Licensing System. This position will also involve providing customer service via phone and email, answering questions related to division filings, and assisting customers at the public service counter, with inquiries related to apostilles and Notary Public services.


The Business Services Division files and maintains legally required records showing the formation of and fundamental changes to corporations, limited liability companies, limited liability partnerships, limited partnerships and other business entities. Business Services disseminates that information to the public and the business, banking and legal communities .

ABOUT US

Through the dedication of knowledgeable staff and advanced technology, the Office of the Secretary of the State works as a team to provide a wide range of services for the people and businesses of Connecticut. We are a repository of records for the State and provide important information and resources regarding business and commercial filings, elections, and authentication as prescribed by the constitution, and federal and state laws. We seek to bolster business development opportunities, and foster a more inclusive political process by educating, informing and engaging communities in youth and civic preparation.


Selection Plan

Check out our Applicant Tips on How to Apply! Need more resources? Visit our Applicant Reference Library for additional support throughout the recruitment process.


BEFORE YOU APPLY

• In order to be considered for this job opening you must be a current State of CT employee of the agency listed above for at least six (6) months of full-time service or full-time equivalent service, absent any applicable collective bargaining language, and meet the Minimum Qualifications as listed on the job opening. You must specify your qualifications on your application.
• Meet Minimum Qualifications: Ensure you meet the Minimum Qualifications listed on the job opening by the job closing date. You must specify your qualifications on your application. The minimum experience and training requirements listed must be met by the close date on the job opening, unless otherwise specified.
• Educational Credits: List your earned credits and degrees from accredited institutions accurately on your application. To receive educational credits towards qualification, the institution must be accredited. If the institution of higher learning is located outside of the U.S., you are responsible for providing documentation from a recognized USA accrediting service which specializes in determining foreign education equivalencies to the contact listed below by the closing date listed on the job posting.
• Resume Policy: Per Public Act 21-69, resumes are not accepted during the initial application process. As the recruitment process progresses, candidates may be required to submit additional documentation to support their qualification(s) for this position. This documentation may include: a cover letter, resume, transcripts, diplomas, performance reviews, attendance records, supervisory references, licensure, etc., at the request and discretion of the hiring agency.
• Preferred Shift/Location: Select all location(s) and shift(s) you are willing to work on your application. Failure to do so may result in not being considered for vacancies in that specific location or shift.
• Timely Submission: All application materials must be received by the job posting deadline. You will be unable to make revisions once you officially submit your application to the State. Late submissions are rarely accepted, with exceptions only for documented events that incapacitate individuals during the entire duration of the job posting. Request exceptions by emailing View email address on click.appcast.io.
• Salary Calculations: For current state employees, salary calculations are not necessarily comparable from one of the three branches of state government (i.e., Executive, Legislative, Judicial) to the other.
• Note: The only way to apply to this posting is via the 'Apply' or 'Apply Online' buttons on the official State of Connecticut Online Employment Center job posting.

AFTER YOU APPLY

• Some email providers may experience delays or issues delivering messages. To avoid missing important updates-such as referral questionnaires or interview scheduling links-please check your Personal Status Board regularly. For added convenience, you can also enable text (SMS) notifications. To do this, log in to your Personal Status Board and select "Update My Contact Information."
• Referral Questions: This posting may require completion of additional Referral Questions (RQs), which must be completed by the questionnaire's expiration date. If requested, RQs can be accessed via an email sent to you after the job close date or by visiting your JobAps Personal Status Board (Certification Questionnaires section).
• Prepare For An Interview: Interviews are limited to those whose experience and training are most aligned with the role. To prepare, review this Interview Preparation Guide to make the best impression!
• Stay connected! Log in daily to your JobAps Personal Status Board to track your status and check email (including spam/junk folders) for updates and tasks.
• The immediate vacancy is listed above, but your application may be considered for future vacancies in this job class.
• Note: This position will be filled in accordance with contractual language, reemployment, SEBAC, transfer, promotion and merit employment rules. Candidates who are offered and accept a position with the State of Connecticut are bound by the State Code of Ethics for Public Officials and State employees, available at

CONNECT WITH US

• Due to high volume, we are unable to confirm receipt or provide status updates directly. For recruitment updates, please check your Personal Status Board and review our Frequently Asked Questions.
• If you have any questions about this recruitment, please contact Christine Martin at View email address on click.appcast.io.
• Follow the State of Connecticut on LinkedIn to stay updated on our career opportunities and news.

PURPOSE OF JOB CLASS (NATURE OF WORK)


In a state agency this class is accountable for independently performing the most complex tasks in carrying out and maintaining a complex clerical processing service having a statewide impact. Services which have a statewide impact are defined as services which directly reach and assist members of the general public.


EXAMPLES OF DUTIES

• Performs the most complex duties related to an agency's clerical processing functions;
• Examines incoming materials for accuracy, completeness and conformance to state statutes and regulations;
• Makes corrections and/or additions;
• Devises follow up procedures to efficiently and effectively carry out activities;
• Initiates and maintains communications with a wide variety of resources to verify information and complete transactions including other state employees, offices and outside officials such as attorneys, judicial and social welfare officials or representatives;
• Interprets and applies state statutes and regulations relating to the particular processing service;
• Makes decisions as to case status, transaction permissibility or admissibility;
• Responds to internal and external inquiries for information and assistance;
• Sets up and maintains office procedures, filing and indexing systems and forms for office use and to meet recurring needs;
• Maintains calendars of due dates and initiates recurring work or special clerical projects accordingly;
• Maintains records and logs;
• Prepares status or statistical reports related to processing function;
• Assists in maintaining general files in support of processing function;
• Initiates correspondence in carrying out duties;
• Types correspondence, forms, file documentation, etc. in support of processing function;
• May process fees and maintain financial records;
• May lead lower level clerical employees assisting in carrying out processing responsibilities;
• Performs related duties as required.

KNOWLEDGE, SKILL AND ABILITY

• Knowledge of office systems and procedures;
• Skills
  • interpersonal skills;
  • oral and written communication skills;
• Ability to
  • compose effective correspondence and forms;
  • read, comprehend and apply laws, regulations, and procedural guidelines;
  • organize and coordinate workflow;
  • articulate ideas and information effectively;
  • perform research assignments;
  • devise and maintain record keeping and filing systems;
  • examine documents for accuracy and completeness;
  • operate office equipment including computers, tablets, and other electronic equipment;
  • operate office suite software.

MINIMUM QUALIFICATIONS - GENERAL EXPERIENCE


Three (3) years of clerical work experience.


MINIMUM QUALIFICATIONS - SPECIAL EXPERIENCE


One (1) year of the General Experience must have involved a full range of clerical duties.


NOTE: For state employees this experience is interpreted at the level of an Office Assistant or Interpreter Clerk.

MINIMUM QUALIFICATIONS - SUBSTITUTIONS ALLOWED


College training may be substituted for the General Experience on the basis of fifteen (15) semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.


PREFERRED QUALIFICATIONS


Preference will be given to applicants with the following experience/training:

• Bilingual in Spanish (ability to read, write, and communicate orally)
• Excellent customer service and organizational skills
• Experience with document authentication under the Hague Convention
• Strong attention to detail and accuracy
• Excellent written and verbal communication skills
• Strong analytical and computer skills, including experience with MS Office, Salesforce, Freshdesk, Avaya Cloud Office, or the ability to quickly learn these systems
• Experience working independently as well as collaboratively in a team environment
• Experience multitasking and performing effectively in a high-volume, transactional setting
• Experience learning new procedures and openness to adapt to evolving processes
• Experience following established procedures and ensuring timely responses to customers
• Experience managing and completing processing tasks from start to finish
• Connecticut Notary Public

Conclusion

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER


The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.

ACKNOWLEDGEMENT

As defined by Sec. 5-196 of the Connecticut General Statutes, a job class is a position or group of positions that share general characteristics and are categorized under a single title for administrative purposes. As such, a job class is not meant to be all-inclusive of every task and/or responsibility.