Notary Administrative Assistant Job Description [Updated for 2025]

In the world of legal documentation and certification, the role of a Notary Administrative Assistant has never been more important.
As administrative and legal procedures become more complex, the demand for proficient individuals who can efficiently manage, organize, and oversee these processes continues to grow.
But what does it truly mean to be a Notary Administrative Assistant?
Whether you are:
- A job seeker trying to understand the intricacies of this position,
- A hiring manager creating the profile of the perfect candidate,
- Or simply curious about the responsibilities of a Notary Administrative Assistant,
You’re in the right place.
Today, we provide a customizable Notary Administrative Assistant job description template, designed for effortless posting on job boards or career sites.
Let’s dive right into it.
Notary Administrative Assistant Duties and Responsibilities
Notary Administrative Assistants support notaries in completing their legal responsibilities, often involving the witnessing and validating of document signings and transactions.
They also carry out administrative and secretarial tasks to ensure the smooth running of operations.
Their duties and responsibilities include:
- Assisting in notarial acts including witnessing signatures, authenticating documents and administering oaths
- Managing and maintaining legal documents and records
- Booking appointments and managing the notary’s schedule
- Verifying the identity of individuals involved in the signing of documents
- Completing administrative tasks such as answering phone calls, replying to emails, and filing paperwork
- Ensuring all notarial supplies are well stocked and ordering more when necessary
- Ensuring compliance with notary laws and regulations
- Processing payments for notarial services
- Preparing and delivering documents to clients or relevant parties
Notary Administrative Assistant Job Description Template
Job Brief
We are seeking a reliable and highly-organized Notary Administrative Assistant to join our team.
The individual will be responsible for providing administrative support to our notary department, including managing schedules, preparing notary documents, and assisting with client relations.
The ideal candidate will have a strong attention to detail, excellent communication skills, and a dedication to maintaining high standards of confidentiality and professionalism.
Responsibilities
- Manage and coordinate notary schedules and appointments
- Prepare and organize notary documents and ensure they are properly stored and maintained
- Assist clients with notary services and answer their inquiries
- Maintain a secure and confidential environment for all client information
- Perform general office duties such as filing, answering phones, and managing correspondence
- Ensure compliance with notary laws and regulations
- Provide excellent customer service to clients and colleagues
Qualifications
- Proven experience as an administrative assistant or similar role
- Must be a certified notary public or willing to obtain certification
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Strong organizational skills with the ability to multitask
- Excellent written and verbal communication skills
- Attention to detail and problem-solving skills
- High school diploma; additional qualification as a personal assistant or secretary will be a plus
Benefits
- 401(k)
- Health insurance
- Dental insurance
- Retirement plan
- Paid time off
- Professional development opportunities
Additional Information
- Job Title: Notary Administrative Assistant
- Work Environment: Office setting. Minimal travel may be required for training or meetings.
- Reporting Structure: Reports to the Notary Manager or Office Manager.
- Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
- Pay Range: $30,000 minimum to $45,000 maximum
- Location: [City, State] (specify the location or indicate if remote)
- Employment Type: Full-time
- Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
- Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].
What Does a Notary Administrative Assistant Do?
A Notary Administrative Assistant often works in law firms, real estate agencies, or any other business that requires legal documentation.
They are responsible for notarizing various documents, a process that involves verifying the identity of the signers, ensuring they are signing of their own free will, and confirming they understand the contents of the document.
Alongside notary duties, they also have administrative responsibilities such as answering phones, scheduling appointments, organizing files, and maintaining databases.
They may also be required to draft and proofread correspondence, prepare and review legal documents, and provide customer service.
Their role is crucial in ensuring the smooth running of business operations and assisting with any legal matters.
Due to the nature of their work, they must be meticulously detail-oriented, have excellent customer service skills, and a solid understanding of legal terminology and procedures.
Notary Administrative Assistant Qualifications and Skills
A proficient Notary Administrative Assistant should possess a range of skills and qualifications to provide effective support and perform essential notary tasks, such as:
- Extensive knowledge of notarial laws and procedures, ensuring all documents are executed accurately and in accordance with legal standards.
- Strong administrative skills to manage office tasks, including scheduling appointments, maintaining files, and handling correspondence.
- Excellent interpersonal skills to communicate effectively with clients, colleagues, and other professionals, fostering positive relationships and efficient operations.
- Strong attention to detail to review and verify document information and signatures, ensuring all notarizations are accurate and compliant.
- Exceptional organizational skills to manage multiple tasks and deadlines efficiently, maintaining professionalism in a fast-paced environment.
- Reliable ethical judgment to uphold the integrity of all notarial transactions, maintaining confidentiality and impartiality.
- Proficiency with office software, including word processing and database programs, to maintain records and manage client information effectively.
- Time management skills to efficiently handle notarial duties alongside administrative responsibilities.
- A valid notary public commission, which is necessary to perform notarial acts.
Notary Administrative Assistant Experience Requirements
Notary Administrative Assistants typically need to have completed a high school diploma or equivalent, followed by additional training or certification in administrative duties and notary public requirements.
This can often include internships or part-time roles in an administrative setting, where they gain essential experience in office tasks, customer service, and legal documentation.
Entry-level candidates usually have 1 to 2 years of experience in administrative roles, with some exposure to notary services.
In these roles, they might handle tasks like scheduling appointments, filing documents, and assisting with notary services under the supervision of a certified Notary Public.
Candidates with more than 3 years of experience often have a broader understanding of the notary process, legal documentation and customer service.
They may also have advanced administrative skills, including proficiency in office software, record keeping, and communication.
Those with more than 5 years of experience are often seasoned professionals who have a comprehensive understanding of notary laws and regulations.
They may also have experience in supervising junior staff or managing an office environment.
In addition, all Notary Administrative Assistants must be certified as a Notary Public, which involves passing a state-administered examination and fulfilling any other state-specific requirements.
This certification must be kept active through periodic renewals as dictated by state laws.
Notary Administrative Assistant Education and Training Requirements
Notary Administrative Assistants typically need to have a high school diploma or equivalent qualification.
Many employers prefer candidates with an associate’s or bachelor’s degree in Business Administration, Legal Studies, or a related field.
However, relevant work experience can also be beneficial.
Additionally, Notary Administrative Assistants must become a certified Notary Public.
This process typically involves completing a training course and passing an examination, both of which are regulated by the state.
Requirements can vary from state to state, so individuals should check with their local Notary Public regulatory body for specific details.
Some employers may also require or prefer candidates to have experience with office software, such as Microsoft Office Suite, as well as strong administrative and organizational skills.
Apart from these, many employers also seek individuals with a strong understanding of legal terminology and procedures.
While not mandatory, pursuing additional certifications or training in office administration, document management, or legal studies can make a candidate more competitive and improve their performance in their role as a Notary Administrative Assistant.
Continued learning and maintaining up-to-date knowledge of changes in Notary laws and regulations is also crucial for success in this role.
Notary Administrative Assistant Salary Expectations
A Notary Administrative Assistant can expect to earn an average salary of $37,849 (USD) per year.
The actual salary can vary widely depending on experience, the size and type of the employer, and the geographical location.
Notary Administrative Assistant Job Description FAQs
What skills does a Notary Administrative Assistant need?
A Notary Administrative Assistant should possess strong organizational and multitasking skills to manage various tasks and documents.
They must have excellent attention to detail to ensure all documents are correctly and legally notarized.
Strong communication skills are crucial to interact with clients and explain the notarization process.
Basic computer skills are also necessary to maintain digital records.
Do Notary Administrative Assistants need a degree?
A degree is not typically required for a Notary Administrative Assistant position.
However, they must be a certified Notary Public, which involves passing a state-specific exam.
Some employers might prefer candidates with an associate’s or bachelor’s degree in Business Administration or a related field.
What should you look for in a Notary Administrative Assistant resume?
The first thing to look for in a Notary Administrative Assistant resume is their Notary Public certification, which legally enables them to perform the role.
Beyond that, look for experience in administrative roles, particularly those involving record keeping, document management, and client interaction.
Skills in specific software, such as Microsoft Office Suite, are also beneficial.
What qualities make a good Notary Administrative Assistant?
A good Notary Administrative Assistant should have excellent attention to detail, as they are responsible for ensuring all documents are correctly notarized.
They must have solid ethical judgment, as they are entrusted with handling confidential information.
Strong organizational skills are crucial to manage multiple tasks and maintain accurate records.
What are the daily duties of a Notary Administrative Assistant?
A Notary Administrative Assistant’s daily duties might include preparing documents for notarization, validating identity of individuals involved, notarizing documents, maintaining a record of all notarized documents, and providing administrative support such as answering phones, scheduling appointments, and managing correspondence.
They may also handle some basic bookkeeping tasks.
Conclusion
There you have it.
Today, we’ve shed some light on what it truly means to be a Notary Administrative Assistant.
Guess what?
It’s not just about stamping documents.
It’s about facilitating smooth and legally sound business transactions, one notarization at a time.
Armed with our handy Notary Administrative Assistant job description template and practical examples, you’re ready to take the plunge.
But why stop there?
Dive deeper with our job description generator. It’s your ultimate tool for designing impeccable job listings or refining your resume to perfection.
Remember:
Every notarized document is part of a bigger business framework.
Let’s shape that future. Together.
How to Become a Notary Administrative Assistant (Complete Guide)
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