Job Description

Job Description

Job Description

POSITION: Notary and Authentications Officer
OFFICE: Office of the Secretary of the District of Columbia
OPEN: November 8, 2024
CLOSED: Open until filled
GRADE: Excepted Service, Grade 8 (ES-8)
SALARY: $106,497 – $159,747

This is an Excepted Service position. Selected candidate must be a District resident or establish residency within 180 days of hire.

Current District of Columbia residents will receive priority and advanced preference for screening and interviews.

  background This position is located in the Office of Notary Commissions and Authentications, under the Office of the Secretary of the District of Columbia. The mission of the Office of the Secretary is to provide protocol, authentication, and public records management services to the Mayor and the District government agencies. The Office of the Secretary manages the District of Columbia's archives, commissions all District of Columbia notaries public, and publishes the District of Columbia Register, as well as the District of Columbia Municipal Regulations. The Office of Notary Commissions and Authentications (ONCA) commissions District of Columbia notaries public and authenticates documents for domestic and foreign use.

Incumbent serves as the Administrator for the Office of Notary Commissions and Authentications with responsibility for managing all work of the section.

  Major duties

• Formulates policies and procedures for carrying out administrative functions and activities in the appointment and re-appointment of notaries for the District of Columbia. Incumbent is responsible for managing the required oral notary examinations of all applicants for commissions and educating notaries about their rights and responsibilities.
• Responsible for maintaining and overseeing the automated platform that enables online applications for appointment and re-appointment of notaries, maintaining a searchable database for notaries in the District of Columbia, and continuing the automation effort that involves digitizing all notary files and signature cared into a searchable database.
• Responsible for overseeing the e-notarization endorsement and remote notarization in Washington, DC.
• Discusses and confers with professional notary associations regarding notarization and authentication trends nationwide; reviews notary journals and abstract articles of importance relevant to notary problems and identifies current trends in various states dealing with notary regulations, appointment procedures, and authentication policies.
• Compiles monthly report and is responsible for correct accounting of all payments received by the office, according to the DC Treasurer's guidelines.
• Provides a full range of supervisory services for section staff. Makes staff selections, recommends promotions, provides performance ratings and standards and necessary training, hears grievances, approves/disapproves leave, initiates necessary disciplinary action, and assigns, adjusts, directs, and reviews staff work, as needed. Provides or ensures the provision of staff training necessary to keep staff abreast of the changes in governing and related regulatory, legislative matters, or agency matters that impact the performance of duties.
• Performs other related duties as assigned.

  COMPETENCIES, KNOWLEDGE, SKILLS, AND ABILITIES

• Expert knowledge of the latest technological advances that will enable the Office of Notary Commissions and Authentications to stay on the leading edge of the e­government nationwide.
• Comprehensive knowledge of a wide range of management functions, processes, principles, techniques, and methodology and demonstrated skill and experience in providing leadership in a supervisory capacity and securing the support and cooperation of the subordinate staff involved in multiple projects.
• Comprehensive knowledge and skill in applying analytical and evaluative methods and techniques to project issues or studies and demonstrated ability to perform broad and complex research tasks in a variety of program areas and to plan, develop, and conduct management studies and reports of considerable scope and complexity.
• Maintains a broad knowledge of state-of-the-art technology, particularly advances in automated notary/document management and related systems.
• Expert administrative skill sufficient to organize and coordinate thorough, systematic, and professional efforts for maintaining the automation platform and its upgrade for the work of the office while continuing to provide a high level of service the office has long provided.
• Thorough knowledge of departmental mission, objectives, functions, and organizational structures to properly identify and evaluate departmental needs.
• Demonstrated ability to communicate orally, in writing, and through automated tools to prepare and present reports; make recommendations and overviews based on final analysis; interpret policies and guidelines; and interact with other organizations. Extensive editing and proofreading skills.
• Excellent interpersonal and problem-solving skills to maintain an effective working relationship with a wide variety of individuals.

  POSITION controls The Notary and Authentications Officer works under the general direction of the Secretary of the District of Columbia. Assignments are initiated through discussions, conferences or directives that broadly define missions and functions.

Incumbent exercises responsibility in planning, designing, and executing programs, projects, studies, and other work. Completed work is reviewed for accomplishment of goals within broad guidelines established by the Secretary. Recommendations for new projects are usually evaluated only for such considerations as the availability of funds and other resources and to discuss broad program goals and priorities.

  Guidelines Guidelines are broadly stated and non-specific, as in general policy statements, and broadly defined objectives, and require extensive interpretation. Guidelines consist in the form of governmental and administrative policies, procedures, directives, requirements, objectives, and precedent situations. Incumbent uses experienced judgment in applying guidelines, interpreting issues or strategies, and developing recommendations and solutions to problems encountered. Incumbent uses judgment and discussions with the Secretary to interpret the intent of existing guidelines identify areas of interest that need further development or study and evaluate the significance and impact of new developments.

  Work environment The work is performed primarily in-person in an office setting. Times in the field are permitted when there is a related event.

SPECIAL NOTE - SECURITY SENSITIVE
This position is deemed security sensitive. The incumbent of this position will be subject to enhanced suitability screening pursuant to Chapter 4 of DC Personnel Regulations, Suitability – Security Sensitive.

  RESIDENCY REQUIREMENT There is a legal requirement that each new appointee to the Excepted Service either:

1. be a District of Columbia resident at the time of appointment; or
2. become a District resident within one hundred eighty (180) days of appointment.

The law also requires that Excepted Service employees remain District residents during the duration of the individual’s appointment. Failure to remain a District resident for the duration of the appointment will result in forfeiture of employment.

If you are interested in this role, please upload your resume and answer the questionnaire. Only the candidates deemed most suited for the position based on resume will receive a call to schedule further discussion.

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