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Business Filing Specialist

E18

Basic Purpose

Positions in this job family are assigned responsibility for receiving and processing corporation, limited partnership, limited liability partnership, certificate of partnership, fictitious name for general partnership, trade name and other types of business entity registrations.

Typical functions:

  • The functions in this job family will vary by level, but may include the following:
  • Performs independent examinations of business documents, in accordance with state laws, rules and regulations, to organize or amend various types of business entities.  Examinations include, but are not limited to the following: availability of proposed business name for use in the state of Oklahoma; content correctness of each document and accuracy of statutory citations; legal execution by business entity and required approval by other state authorities or licensing agencies; proof of state tax compliance; correct documentation from other states or outside jurisdictions; and computation of filing fees.
  • Processes business documents from receipt to their conclusion and/or identifies and communicates document deficiencies to the filer by telephone, in person, or by original correspondence.
  • Interprets the policies and procedures related to filing legal business entity documents with the Oklahoma Secretary of State and assists attorneys and other professionals, agency personnel and the general public.
  • Prepares statistical and administrative documents pertaining to departmental activities which may include workload reports, business survey responses, and supervisory reports.
  • Formulates recommendations for new legislation or amendments to existing law and agency rules, regulations and/or policies; develops operational policies and procedures.
  • Coordinates department activities with internal and external customers.
  • Supervises staff and provides training.
  • Level Descriptors:
  • The Business Filing Specialist job family consists of four levels, which are distinguished by the level of complexity of the work, extent of responsibilities assigned, level of expertise required for the completion of assigned duties, and the leadership and supervision of others.

Level I                                     Code:   E18A                            Salary Band:  G

This is the basic level where employees are responsible for performing routine functions related to less complex documents.  Employees will be expected to gain in-depth knowledge of the department and the services being offered.

Knowledge, Skills and Abilities required at this level include knowledge of arithmetic, spelling, punctuation and business English; of modern office methods and procedures; and of the agency policies and procedures.  Requires ability to read and interpret various rules, regulations and state laws; to communicate effectively; to type accurately, to use office equipment; to check numbers for accuracy; and to maintain effective working relations with others.

Education and Experience requirements at this level consist of two years of technical clerical work; or an equivalent combination of education and experience.

Level II                                    Code:   E18B                            Salary Band:  H

This is the career level of the job family where employees are expected to independently perform tasks and assignments.

Knowledge, Skills and Abilities required at this level include those identified in Level I plus knowledge of business law terms and definitions, policies and procedures, and documents, and public relations practices.  Ability to evaluate, summarize and effectively communicate various state rules, regulations and laws clearly and concisely.  Skill in exercising good judgment in analyzing situations and making independent decisions.

Education and Experience required at this level consist of those identified in Level I and one year of experience in the examination and processing of legal business documents, organizational and amendatory, which may include, but are not limited to, corporations, partnerships, limited liability companies, trade name registrations or similar documents.

Level III                                   Code:  E18C                             Salary Band:  I

This is the specialist level where employees will be expected to perform duties at all levels of complexity.  Employees may serve as a lead worker or assist in training other employees.

Knowledge, Skills and Abilities required at this level consist of those in Level II, plus knowledge of examination and processing of complex business entity instruments including but not limited to railroad patents, cooperatives, documents relating to banks, cities and towns, athlete agent registration; or equivalent combination of education and experience; and the ability to train and lead the work of others.

Education and Experience requirements at this level consist of those identified in Level II and two additional years of qualifying experience.

Level IV                                   Code:  E18D                             Salary Band:  J

This is the leadership level where employees will be expected to perform duties at all levels of complexity.  Employees will serve as supervisor of the Business Filing Department and supervisor of the Business Records Department; plan daily work assignments, insuring completion of assignments, and develop or assist in developing operations, policies and procedures.  They will give guidance and training; approve and schedule leave; and conduct evaluations.

Knowledge, Skills and Abilities required at this level include those identified in Level III plus knowledge of the functions and responsibilities of the Business Records Department, including service of process on the Secretary of State as registered agent of certain business entities; and supervisory principles and practices.  Ability is required to train subordinate employees.

Education and Experience requirements at this level consist of those identified in Level III plus one additional year of qualifying experience.