Job Description

Department

Office of the Secretary of State

Division

Clerical/Administrative Support/Data Entry

Salary

$56,157.00 - $63,157.00

Job Profile

JC-00412000-66 - Business Services Clerk (Secretary of State) (LIUNA - RILDC Local 808 Secretary of State)

Scheduled Work Days & Work Hours

REQUIRED QUALIFICATIONS:
EDUCATION AND EXPERIENCE
Associate’s or Bachelor’s degree from an accredited college or university; and experience gained through employment in a similar field or other responsible position in a public agency or in private industry; or any combination of education and experience that shall be substantially equivalent to the previously described education and experience.

KNOWLEDGE, SKILLS & ABILITIES
• Strong written and oral communications skills. The individual must be an inclusive collaborator and communicator able to prioritize workload effectively.
• Ability to multi-task and work in a dynamic, time-restricted environment. Ability to work under pressure with good humor.
• Strong customer relations skills.
• Understanding of Microsoft Office products.
• Ability to speak, write and understand additional languages a plus; Spanish preferred

Job Requisition Number

JR103648 Business Services Clerk (Open)

Pay Grade

U05319 A

Classification

Business Services Clerk (Secretary of State)

Class Definition

Administrative: Performs office work directly related to the general business operations of the Business Services Division. The BSC performs various duties including, but not limited to:

1. Use various software applications such as the office databases, license fee calculator, word processor, forms library, virtual meeting software, call center software, etc. and has knowledge of the office’s website;
2. Use Microsoft Outlook to monitor and respond to customer inquiries sent electronically;
3. Use point of sale (POS) software/credit card processing. Remit funds daily to Finance & Personnel Office;
4. Operate office equipment such as photocopier, fax machine and calculator;
5. Operate the date and time stamp machine;
6. Sign, sort, and time/date stamp Federal Express and UPS packages;
7. Supply the public with general program information as requested (i.e., business filings, uniform commercial code, trademark/service mark, notaries public, trade name, one-day-marriage and legalization, etc.);
8. Have knowledge of the formation and other required and elective filings for all programs administered by the Division;
9. Answer specific filing questions pertaining to all programs administered by the Division;
10. Have knowledge of the Rhode Island General Laws, 1956, as amended. Can locate and cite a corresponding statute;
11. Review, approve, file and prepare for scanning, as required, all documents filed with this office;
12. Review and understand a record on file with the Business Services Division for the purpose of certifying documents and issuing certificates;
13. Retrieve records from and transmit records to the Record Center including maintaining a log of records management activity;
14. Reject documents that cannot be filed and prepare rejection correspondence. Documents returned by mail are accompanied by correspondence listing the exact corrections to be made;
15. Perform other duties as required.

Supplemental Information

The Business Services Clerk’s (BSC) primary duty is to obtain the knowledge necessary to assist the Division’s customers to navigate and successfully file or obtain evidence from the Division’s programs while providing excellent customer service. BSCs use a variety of databases and tools to accomplish the Division’s daily work.

Benefits

For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/

Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.