Asst. Authentications Specialist/Receptionist

Full Job Description

ASSISTANT AUTHENTICATIONS SPECIALIST/RECEPTIONIST

The Office of the Lieutenant Governor is responsible for processing documents for use in foreign countries. This process is an international mandate under the Hague Convention.

The Office also processes notary public commissions and oversees city and town incorporations, government entity registration, lobbyist regulations, campaign financial disclosures, and elections.

The Office is looking for a dedicated individual to serve as its Assistant Authentications Specialist and Receptionist.

This position is responsible for assisting the Authentications Specialist with processing all document authentication/Apostille requests, as well as maintaining the reception area in the office.

The position is “the face of the office” and may be the first person the public interacts with.

As such, they will have the responsibility of greeting and assisting each individual who enters the office in a professional and kind manner.

The ideal candidate for this position will have excellent customer service skills, a professional demeanor, the ability to work within a team, the ability to multitask, willingness to learn, and a positive attitude. Preference may be given to candidates who can speak Spanish.

POSITION RESPONSIBILITIES (Subject to change depending on the needs of the office)

• Assist the Authentications Specialist with the following duties:

  • Interact with and assist constituent requests for document processing

  • Greet and assist all members of the public that enter the office

  • Handle and receipt all monetary transactions

  • Monitor email accounts related to Authentications and respond to emails and questions

  • Answer phone calls

  • Open and distribute mail

  • Assist the public in matters related to notary commissions

  • Data entry

  • Other general office duties as assigned

PREFERRED QUALIFICATIONS

• Proven experience working in a front office

• Intermediate to advanced skills in Microsoft Excel, Microsoft Word, Microsoft, PowerPoint, and Google Suite products (e.g., Google Docs, Sheets, Calendar)

• Excellent communication skills—both written and verbal—with the ability to simplify and explain complex and technical concepts

• Knowledge of principles, practices, and procedures of an office environment

• Ability to deal with people in a manner which shows sensitivity, tact, and professionalism

• Excellent customer service

• Ability to organize, multitask, prioritize, and work under pressure

• Ability to maintain a safe and highly organized reception area

• Available to work in-person Monday through Friday, up to 29 hours/week, excluding all state and federal holidays

• Ability to speak Spanish

Why You Should Join Our Team

The Lieutenant Governor's Office supports the pursuit of professional growth and development through a culture that encourages great employees, great attitudes, and teamwork. We are a small office staffed with an excellent team that supports the Governor and all state agencies.