The Mission of the Office of the Secretary of State

is to protect the integrity of elections, be an asset to businesses and preserve official history.

SOS Core Values:

• To create a healthy work culture, everyone must be responsible for themselves and be accountable for their business unit.
• Everyone is valued.
• The work we do is a privilege.

Job Overview:

The Business Services Division provides a central online processing and evaluation point for corporate compliance, uniform commercial code, and annual business reporting. This position provides high-quality service to the Montana business community and public by assisting with the filing, maintenance, and retrieval of business entity and lien documents.

Essential Functions (Major Duties or Responsibilities):

Program Administration: 90%

• As a key member of the response team for all business services-related questions received by the Secretary of State’s Office, staff will respond to requests for assistance or program information by gathering pertinent facts from the customer and interpreting program requirements with respect to Montana Code Annotated, Montana Administrative Rules, Uniform Commercial Code articles, and office policies and procedures.
• Uses specialized knowledge of state and federal laws, rules, policies, and best practices and principals of customer service to interact, provide guidance, and communicate with key stakeholders while facilitating program activities.
• Coordinates program activities by tracking the progress of program-related issues from beginning to end.

• Uses knowledge of program requirements to provide options to customers on the types of business entity and lien documents they can file.
• Provides proactive support and technical assistance to customers who need to create a new business entity or lien, or to those that must amend, renew, convert, or merge existing registrations.

• Reviews documents and account information for compliance with program-related guidelines and regulations, to determine business entity filings, liens, and other applications are meeting laws, rules, policies, and procedures.
• Enters, tracks, maintains, analyzes, and reports program data through compliance activities, SOS record corrections, and the running/disseminating of Enterprise productivity and filing reports.
• Actively participates in the maintenance and revision of program training materials, customer publications, and online filing forms.
• May assist with requests for specific program information by gathering business/lien documentation for FOIA requests and subpoenas.
• Act as a subject matter expert, responding to elevated complaints or issues from key stakeholders, to reconcile discrepancies between system/form requirements and Montana statutory requirements.
• Analyzes documents, data, and reports for program noncompliance and initiate corrective actions to ensure records adhere to statute. This includes resetting records after nonpayment of filings, contacting customers directly for deficient filings, and merging of registered agent records to ensure database health.
• Determines adequacy of available filing services and recommends identified improvements for system enhancements.

• Assists program managers, executives, and others by researching impacts to the program resulting from proposed and/or accepted changes to policy, rules, or statute.

• Perform a variety of other duties as assigned in support of the agency mission, vision, and objectives.

Supervision:

The number of employees supervised is: 0

Physical and Environmental Demands:

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones and photocopiers. This is largely a desk role; however, there is a need to move about the office to access office equipment and interact with customers and staff. This would require the ability to lift and handle small to medium sized objects.

Knowledge, Skills and Abilities:

• Excellent Communication Skills
• Service Orientation
• Accountability
• Research and understanding of laws, rules, and policies that surround businesses and liens
• Critical thinking skills
• Ability to manage time effectively and efficiently
• Ability to multitask.
• Ability to provide immaculate customer service at all times without exception
• Ability to type at a minimum of 40wpm and have full understanding of Microsoft Windows and related applications including web-based applications
• Ability to work independently and as part of a team
• Maintain a positive work atmosphere by respectfully listening to others, providing opinion when necessary and being open to constructive criticism

Minimum Qualifications (Education and Experience):

• Bachelor’s degree in human services, business, or related field
• 1 year of experience in the agency program or related field
• Other combinations of education and experience will be considered on a case-by-case basis.

This position is part-time at 15 hours per week. The position closes 4/9/2023