Customer Svcs Specialist Int

The work we do in the Secretary of State’s office affects Minnesotans in all 87 counties, whether that's ensuring our election system is fair, open, impartial, and secure; making it as easy as possible for Minnesotans to set up and run their businesses; or helping protect victims of domestic violence and others who fear for their safety.

The Office of the Minnesota Secretary of State (OSS) is seeking to fill a Customer Services Specialist-Intermediate position for our Uniform Commercial Code (UCC)/Notary Services Division at our First National Bank Building Location in Saint Paul, MN.

This position provides a high level of customer service to diverse groups of people including legal and banking professionals, corporate service and government agencies, and the public. They will perform all phases of the lien filings and searches and serve as the direct contact for UCC and notary by responding to a wide range of inquiries by phone, email, and postal mail, giving true and correct information in a professional, efficient, and timely manner.

• Process, or provide for the processing of, Search and Copy requests for lien records in the MN Lien Database.
• Assist customers who call the notary and UCC public information queues by communicating order status, fees, forms, and available services clearly and consistently.
• Perform legal review, data entry, and imaging of UCC, CNS, and Tax Lien filings, ensuring filings are compliant with Minnesota statutes and data is entered timely and accurately.
• Process, or provide for the processing of, MN notary public applications, including review, processing, mailing, and managing the notary public database in compliance with Minnesota statutory requirements.
• Maintain positive interpersonal relationships with all staff, supervisors, and customers, and participate in OSS’s mission, vision, initiatives, and strategies.

• Customer service practices and principles sufficient to identify each customer’s needs, deliver effective support showing common courtesy, interest in positive problem solving, empathy, and the ability to organize ideas logically.
• Demonstrated ability to explain laws, rules, regulations, standards, policies, and procedures to customers and individuals from diverse backgrounds and cultures.
• Word processing knowledge and skill sufficient to accurately process customer filings, prepare and retrieve data in a variety of formats such as Microsoft Office, proprietary software, and the Internet.
• Writing skills sufficient to prepare written responses while communicating with internal and external customers.
• Math skills sufficient to perform copy by number tasks, verify balances and payments.
• Proficient data entry skills to preview, enter and proofread with speed and accuracy.
• Ability to understand, speak, read, and write English sufficient to perform the job duties described above.

• Human relations skills sufficient to work effectively in a team environment and independently establish effective working relationships with various departments and staff.
• One (1) year or more providing customer service in a fast-paced call center environment.
• Experience with MN Statutes, rules, and regulations governing UCC, CNS and lien filings and searches.
• Experience managing confidential data processing applications.
• Knowledge of MN statutes 357, 358, & 359 regarding Notary Publics.
• Advanced skills in Microsoft Office Suite products sufficient to independently develop, format, and modify a variety of correspondence, documents, records, reports, and forms, using proper business English, spelling, punctuation, and grammar.
• Public relations skills sufficient to manage difficult and/or impatient clientele.

• This position may involve light physical activity such as lifting or moving items with assistance or tools.
• Physical demands (e.g., lifting, standing, sitting, pulling) sufficient to stock public counter supplies such as forms, booklets, and pamphlets.
• Position may include walking to and from the counter and remaining seated or standing for up to three hours, with or without assistance.

It is the policy of the Office of the Secretary of State that all candidates submit a background investigation prior to employment. The background check may consist of the following components:

• SEMA4 Records Check
• Criminal History Check
• Employment Reference Check

Minnesota Bureau of Criminal Apprehension

• Paid vacation and sick leave
• 12 paid holidays each year
• Low-cost medical, dental, vision, and prescription drug plans
  • Fertility care, including IVF
  • Diabetes care
  • Dental and orthodontic care for adults and children
• 6 weeks paid leave for parents of newborn or newly adopted children
• Pension plan that provides income when you retire (after working at least three years)
• Employer paid life insurance to provide support for your family in the event of death
• Short-term and long-term disability…