Administrative Procedure Coordinator

POSITION SUMMARY: Under limited supervision, performs complex examination, review and processing of documents filed with the Administrative Procedure Division (“Division”) of the Secretary of State’s office.

ESSENTIAL DUTIES and RESPONSIBILITIES:

• Reviews and processes rule and regulation filings from state agencies to determine compliance with Georgia Administrative Procedure Act (APA) and relevant rules.

• Apply independent judgment and discretion to accurately interpret, analyze, explain and apply statutes and regulations, with a sound understanding of how they correlate to Division filings.

• Analyzes submitted documents and makes a determination to accept or deny submitted documents based on statutory and regulatory compliance.

• Processes and files for record submitted documents that meet statutory and regulatory compliance.

• Determines if filing corrections are needed and initiates filing deficiency process. If needed, drafts and issues deficiency letters from an instructional and positive approach for submitted documents that cannot be filed for record due to non-compliance with statutory and regulatory requirements.

• Analyzes and prepares proofs of rules in preparation for publication and distribution pursuant to APA.

• Assists with proofreading and publication of monthly Georgia Rules and Regulations Administrative Bulletins.

• Organizes and maintains filing system, database, and records of Division's inventory of new and old rules and regulations.

• Assists state agencies with the filing process, correcting documents, and finding information on applicable laws, rules, policies, and procedures relating to filing requirements.

• Reviews and processes grant program filings from state agencies.

• Maintains list of grants awarded and disbursed in the prior fiscal year by state agencies.

• Coordinates the distribution of Georgia Session Laws and Journals of the House of Representatives and Senate.

• Communicates accurate information to agency, legislative and legal assistants, and/or officials regarding regulations, policies and procedures.

• Responds to requests for research and certified copies of rules and regulations from other state agencies, legislative and legal assistants and/or the public.

• Ensures compliance with state record retention policy as it relates to Division records and filings.

• Assists legal staff and open records officer with search, retrieval, redaction, and production of documents responsive to open records requests.

• Maintains subject matter expert knowledge of applicable laws and rules, as well as applicable Division policies, procedures, and database systems.    

• Manages and ensures an accurate and timely process flow.

• Works independently and exercises independent judgment in completing duties and assigned tasks.

• Compiles information and statistics as needed.

• Updates tracking or inventory databases and enters data.

• Responds to written and telephone inquiries from other agencies and public.

• Retrieves computer records and enters or updates databases.

• Performs general accounting procedures in accordance with unit financial activity.

• Performs other related duties as assigned.

KNOWLEDGE, SKILLS and ABILITIES:

• Knowledge of agency laws, regulations, policies and procedures.

• Demonstrated ability to analyze documents accurately to determine compliance based on applicable statutes and regulations.

• Ability to interpret rules and regulations.

• Excellent organizational, time management, and attention to detail skills.

• Ability to work independently and complete tasks assigned as scheduled.

• Ability to prioritize, organize, and manage tasks to meet internal and external deadlines.

• Analytical skills and problem-solving skills.

• Ability to communicate effectively, both orally and in writing.

• Ability to maintain logs/records of Division activities.

• Ability to interpret, display and maintain information.

• Ability to secure and protect sensitive documents and/or records.

• Knowledge of resource information as it pertains to the Secretary of State’s office.

• Ability to research issues and determine resolutions.

• Knowledge of reconciling/balancing receipts

• Proficient computer skills, including but not limited to Microsoft Office Suite (e.g. Word and Excel).

• Ability to represent the Division according to established guidelines.

SUPERVISION REQUIREMENTS:  None.

MINIMUM QUALIFICATIONS:  

Associate Degree.

Two (2) years of equivalent work experience in an administrative or legal environment with concentration on reviewing and/or drafting rules and regulations. 

PREFERRED QUALIFICATIONS: Bachelor’s degree from a nationally accredited four (4) year college or university and 1 year of related experience OR associate’s degree in a related field from an accredited college or institution and three (3) years of related experience.