Job Description

PUBLIC RECORDS SPECIALIST

OFFICE OF THE LIEUTENANT GOVERNOR

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.

POSITION DETAILS
& COMMITMENT

• Salary – $24.00 - $28.00/hr
  
• FT/PT Status – Full-Time
  
• Work Format – In Person (Utah State Capitol - 350 N State St, Salt Lake City)
  
• Schedule Code – AC - Employees in Offices of Elected Officials
  
• Background Check Required – You must successfully pass a criminal history check.
  
• Application Deadline – 11:59 PM (MDT) on August 18, 2026

*This job posting may close at any time after the minimum advertising period of three (3) business days has passed, should a sufficient applicant pool be received. Applicants are encouraged to apply as early as possible.

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

• 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.

IDEAL QUALIFICATIONS

• 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

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 offer a competitive benefits package--click here to view a summary of the benefits offered. We are a small office staffed with an excellent team that supports the Governor and all state agencies.

EEO STATEMENT
The State of Utah is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. For accommodations, please contact (801) 957-9390.

Recruiter - Sarah Humphries; shumphries@utah.gov