Filing Officer I/ Rules and Regulations Specialist

The work we do matters!

Hiring Agency:

Secretary of State - Agency 9

Location:

Lincoln, NE

Hiring Rate:

$21.635

Job Posting:

JR2025-00021043 Filing Officer I/ Rules and Regulations Specialist (Open)

Applications No Longer Accepted On (If no date is displayed, job is posted as open until closed):

12-03-2025

Job Description:

Do you enjoy working with the public and have an eye for detail? The Secretary of State's Office is looking for a Filing Officer. In this position, you will enjoy a professional working environment in downtown Lincoln with state holidays and benefits.

This is a shared position between the Business Services Division and the Licensing/Regulations Division. This position greets and provides customer service to the public, follows established procedures performing a variety of tasks to create, maintain and process business documents, notary public applications, as well as rules and regulations submitted to the Secretary of State's Office. This position requires emphasis on providing a high level of customer service and accuracy in processing documents.

Perform various duties for the Secretary of State Business Services Division, including but not limited to the following:

• Greet customers and answer questions (in person, via telephone, and email) regarding rules/regulations governing business entity filings and notary public applications, standard office processes, and business entity information. Open and review mail to ensure proper distribution for timely processing of filings and requests for records.
• Examine filings and other documents furnished by customers to review for accuracy, completeness, and relevancy of information, and to determine if the criteria for filing have been met. File documents, enter data, update and/or adjust records, and search for and retrieve records using specific computer programs.
• Prepare copies and certified copies of records. Write routine correspondence involving basic subject matter to return filings when insufficient payment is submitted or filing criteria have not been met. Operate a variety of office machines and office automation equipment to maintain records and to produce records.
• Determine availability of business names based upon established guidelines. Accept required fees for copies of records and filings and balance cash/checks at the end of each business day.

Perform various duties related to filing state agency rules and regulations for the Secretary of State Licensing Division, including, but not limited to the following:

• Advise state agencies on the use of the rules and regulation online filing system and troubleshoot filing issues. Review and maintain the Nebraska Administrative Code, including processing new regulations, updating and correcting the current Code, and managing the archive of the Code, which includes maintaining the rules and regulations system and the current rules and regulations website. Also, process rule filings including submitting copies to annual and monthly subscribers.
• Possess or gain a working knowledge of the Nebraska Administrative Code processes under the Nebraska Administrative Procedures Act and be familiar with the Negotiated Rulemaking Act.
• Research, review, update, correct, and catalogue properly the current Code and its archive. Examples include researching past and present rules and regulations, amendments, revisions, or repeals as requested by other state agencies or members of the public. Provide copies or certified copies of regulations to the public upon request.
Additionally, the Filing Officer may be assigned other duties as needed, including, but not limited to, assisting the Licensing Division as required with the functions of that Division or ensuring adequate staffing of the State Capitol office.

Requirements/ Qualifications

Minimum Qualifications : One year providing excellent customer service and one year of experience in an office or administrative setting; OR one year of post-high school coursework/training in business/administrative/office support functions, procedures, and methods including the operation of personal computers and office equipment plus one year of experience in customer service or an office setting; OR an associate or bachelor's degree in business or a related field.

Preferred Qualifications : Associate or bachelor’s degree in business or a related field.

Knowledge, Skills and Abilities

Provide excellent customer service, in person, by telephone and via computer. Must be organized, be able to prioritize and manage multiple tasks at one time and have the ability to independently problem solve. Must work collaboratively in a team setting; establish and maintain positive relationships with agency staff, business entities, customers, and other diverse individuals. Ability to understand and apply instructions, agency policies, state laws, standards and procedures. Additionally, should have knowledge of administrative procedures, project management procedures, and research techniques.

Knowledge of professional office procedures for handling inquiries, requests, and processing paperwork, office record and file keeping methods, and formats used in written business communications. Excellent keyboarding skills needed for data entry. Knowledge of personal computers and ability to learn new applications is a must. Excellent verbal and written communication skills are necessary. Regular attendance is required Monday through Friday 8 a.m. - 5 p.m.

If you're currently employed by the State of Nebraska, please don't apply through this external career site. Instead, log in to Workday and open the Jobs Hub - Internal Apply app from your home landing page. You can access Workday anytime through the Link web page: https://link.nebraska.gov/

Benefits

We offer a comprehensive package of pay, benefits, paid time off, retirement and professional development opportunities to help you get the most out of your career and life. Your paycheck is just part of your total compensation.

Check out all that the State of Nebraska has to offer! Benefit eligibility may vary by position, agency and employment status. For more information on benefits, please visit: https://statejobs.nebraska.gov/index.html#benefits

Equal Opportunity Statement

The State of Nebraska values our teammates as well as a supportive environment that strives to promote diversity, inclusion, and belonging. We recruit, hire, train, and promote in all job classifications and at all levels without regard to race, color, religion, sex. age, national origin, disability, marital status or genetics.