Public Records Specialist

Office of the Lieutenant Governor – overseeing notaries public and processing public records requests under the Government Records Access and Management Act (GRAMA).

About the role

This position manages all public records and documents for the office, including notary applications, GRAMA requests, and archiving of publicly recorded documents. The specialist will assist constituents with document authentication and general office support.

Responsibilities

• Process applications for new and renewing notaries, including answering calls and emails regarding notary applications.
• Process remote online notary and vendor applications.
• Maintain the public notary website.
• Investigate notary complaints and issue warnings as needed.
• Maintain knowledge of the notary application process and implement improvements.
• Oversee all GRAMA requests submitted by constituents and organizations, collaborating with office staff and attorneys to locate records and draft responses.
• Oversee the retention, transfer, and archiving of public documents or records.
• Maintain a working knowledge of GRAMA code to answer relevant questions.
• Assist with document authentication and front desk operations.
• Support other office staff as needed.
• Answer general office phone calls related to elections, incorporations, annexations, and document authentication.

Qualifications

• Bachelor’s Degree or equivalent experience.
• Proven experience working in a professional office environment.
• Experience reading, interpreting, and implementing state code.
• Excellent written and verbal communication skills, with the ability to simplify complex and technical concepts.
• Intermediate to advanced skills in Microsoft Office, Google Suite, and Adobe Acrobat.
• Ability to interact with people sensitively, tactfully, and professionally.
• Strong organizational, multitasking, and prioritization skills, with the ability to work under pressure.

Pay

$24.00 - $28.00 per hour.

Schedule

Full-time, in-person at the Utah State Capitol (350 N State St, Salt Lake City). Background check required.

Benefits

Competitive benefits package available. The office supports professional growth and development in a team-oriented environment.