Office Operations Coordinator

1 week ago


Sacramento, California, United States Secretary of State Full time

Job Overview and Responsibilities

Why consider a role with the California Secretary of State's Business Programs Division? The mission of our division is to streamline business operations in California. If you are passionate about aiding over two million enterprises that contribute to California's position as the 5th largest economy globally, this opportunity may be for you. Do you thrive in a vibrant, fast-paced environment that utilizes innovative technologies, including our award-winning Eureka Chatbot powered by artificial intelligence? Are you eager to enhance your skills and advance your career? If so, we invite you to explore a position with us.

What does the Business Programs Division encompass?

  • We offer a comprehensive array of services and manage various filings to assist our clientele, including:
  • Registration, modification, and dissolution of corporations, limited liability companies, and partnerships.
  • Trademark and service mark registration and amendments.
  • Uniform Commercial Code financing statements and tax lien notices.
  • Management of the Advance Health Care Directive Registry, Domestic Partners Registry, and Immigration Consultants Registrations.
  • Oversight of notary commissions in California and authentication of signatures from public officials and notaries.
  • We also deliver customer service through online platforms, phone, email, and in-person interactions, providing access to our filing records online.

What will your responsibilities be within the Business Programs Division? In alignment with our vision and mission, you will play a crucial role by demonstrating initiative, independence, and creativity in providing a wide range of administrative support. Under the guidance of a Staff Services Manager I or II, your responsibilities will include:

  • Managing and maintaining personnel attendance and related records.
  • Preparing, processing, and tracking work orders, requests, and office equipment maintenance.
  • Ordering supplies and equipment while maintaining inventory levels.
  • Serving as a liaison to the Information Technology Division and Business Operations, acting as an Office Automation Division Coordinator.
  • Handling incoming calls for the section Manager, Analysts, and other administrative personnel, while providing general administrative assistance.
  • Providing backup support to fellow Office Technicians as necessary.

Desirable Qualifications:

  • Strong organizational and time management skills, with the ability to prioritize multiple projects effectively.
  • Capability to manage sensitive and confidential tasks with discretion.
  • Effective communication skills to interact with all levels of staff and the public.
  • Attention to detail and accuracy in all tasks.
  • Ability to take initiative and work autonomously or collaboratively.
  • Reliability and consistent attendance.
  • Proficiency in operating various office equipment.
  • Familiarity with Microsoft Office applications and Visio is highly preferred.

Working Conditions

Positions may offer a hybrid work schedule following a probationary period, potentially including telework days. Alternate workweek schedules may also be available, subject to business needs.

Special Requirements

  • Applicants must demonstrate typing proficiency at a minimum speed as specified in the Class Specifications. A valid typing certificate confirming the ability to type at least 40 words per minute is required prior to employment.


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