Notary Compliance Coordinator Job Description [Updated for 2025]

In the world of legal documentation, the role of a Notary Compliance Coordinator stands crucial.

As legalities and regulations evolve, the demand for proficient professionals who can manage, streamline and ensure compliance in notarial processes grows stronger.

But let’s delve deeper: What’s truly expected from a Notary Compliance Coordinator?

Whether you are:

• A job seeker attempting to understand the core of this role,
• A hiring manager outlining the perfect candidate,
• Or simply curious about the ins and outs of notary compliance coordination,

You’re at the right spot.

Today, we present a customizable Notary Compliance Coordinator job description template, crafted for effortless posting on job boards or career sites.

Let’s dive right in.

Notary Compliance Coordinator Duties and Responsibilities

Notary Compliance Coordinators manage and coordinate all activities related to notary compliance within an organization, ensuring that all notarial acts follow the law and that the notary public is performing their duties ethically and responsibly.

The duties and responsibilities of a Notary Compliance Coordinator include:

• Monitor notary public activities within the organization to ensure compliance with applicable laws and regulations
• Conduct regular audits and reviews of notary records and processes
• Provide training and guidance to notary publics on legal requirements and best practices
• Review and approve notarial acts, including affidavits, acknowledgments, and jurats
• Manage the application, renewal, and revocation process for notary commissions
• Ensure the secure storage and proper use of notarial seals and records
• Develop and implement notary policies and procedures to minimize risk and ensure compliance
• Respond to inquiries and provide information on notary laws and procedures
• Stay current with changes in notary laws and regulations

 

Notary Compliance Coordinator Job Description Template

Job Brief

We are seeking a detail-oriented and dedicated Notary Compliance Coordinator to oversee all notary public services in our organization.

This role involves managing all notary public appointments, renewals, record keeping, and ensuring compliance with all relevant regulations and laws.

The ideal candidate will have a thorough understanding of notary laws, excellent organizational skills, and a strong focus on compliance and accuracy.

 

Responsibilities

• Coordinate all notary public services within the organization
• Manage the application, renewal, and revocation processes for notary public appointments
• Ensure all notary publics comply with state and national laws and regulations
• Keep detailed records of all notarizations
• Provide training and support to notary publics
• Manage all notary seals, journals, and other supplies
• Address any inquiries or complaints related to notary services
• Coordinate with legal team to ensure all notary services meet regulatory standards

 

Qualifications

• Proven experience as a Notary Public or in a similar role
• Thorough understanding of notary laws and regulations
• Excellent organizational and record-keeping skills
• Strong attention to detail and accuracy
• Good communication and interpersonal skills
• Ability to manage multiple tasks and meet deadlines
• Associate’s or Bachelor’s degree in a related field preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
• Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Notary Compliance Coordinator
• Work Environment: Office setting. Some travel may be required for training or meetings.
• Reporting Structure: Reports to the Compliance Officer or Legal Department Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $40,000 minimum to $60,000 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 Compliance Coordinator Do?

A Notary Compliance Coordinator typically works for corporations, law firms, real estate companies, or government entities.

Their role can also be found within financial institutions like banks and insurance companies.

They work closely with other staff members, particularly those involved in legal or contractual work, to ensure all documents are properly notarized according to regulatory standards.

Their job is to oversee the notarization process, reviewing documents for accuracy, authenticity, and legality.

They coordinate with notaries and other involved parties to make sure that proper procedures are followed.

They are responsible for maintaining records of notarized documents and ensuring that the notaries they work with are properly trained and certified in accordance with state laws and regulations.

Notary Compliance Coordinators may also be tasked with the recruitment and training of notaries, ensuring they understand and adhere to the laws and best practices surrounding notarization.

They often have to keep up-to-date with changing laws and regulations regarding notarization, and ensure that these changes are implemented in their organization.

Their role also requires them to handle any issues or discrepancies related to notarization, and to work toward the resolution of such issues.

 

Notary Compliance Coordinator Qualifications and Skills

A proficient Notary Compliance Coordinator must possess skills and qualifications that align with the role, such as:

• Strong knowledge of notary laws and regulations to ensure all notarial acts are compliant and follow both state and federal laws.
• Excellent attention to detail to review and verify notary documents for accuracy and completeness.
• Organization skills to manage and coordinate multiple notary requests, keeping track of the documentation and ensuring timely completion.
• Strong communication skills to liaise with various departments and personnel, provide clear instructions, and answer any queries related to notary procedures and requirements.
• Problem-solving skills to identify and resolve any issues or irregularities that arise in the notary process.
• Interpersonal skills to build relationships with internal and external stakeholders, working collaboratively to ensure compliance with notary procedures.
• Customer service skills to assist clients with their notary needs, providing efficient service and following up on any outstanding matters.
• Proficiency in using various computer applications to manage databases, create reports, and conduct research related to notary laws and procedures.

 

Notary Compliance Coordinator Experience Requirements

Notary Compliance Coordinators typically have a bachelor’s degree in business administration, law or a related field.

They generally need at least 2-3 years of experience in an administrative or compliance role, with a strong emphasis on notary procedures and legislation.

Experience in a notarial role is a significant advantage, as it provides the practical knowledge and skills required for a Notary Compliance Coordinator role.

This could include roles such as a Notary Public, Legal Assistant, or Paralegal where notarization duties are part of the job.

Candidates who have served in roles involving compliance, risk management, or audit in sectors like banking, insurance, or legal firms would be particularly attractive to employers.

Those with more than 5 years of experience in a notarial or compliance role may be ready to take on more responsibility and could be considered for managerial or supervisory positions.

Continuous education and staying up-to-date with the latest notary laws and regulations is an integral part of the role and can contribute to the level of experience required for this position.

Certifications such as Certified Notary Public, Certified Trust and Fiduciary Advisor, or Certified Compliance & Ethics Professional can also enhance a candidate’s qualifications and experience.

 

Notary Compliance Coordinator Education and Training Requirements

Notary Compliance Coordinators typically hold a bachelor’s degree in law, business management, or a related field.

Extensive knowledge of notary laws and regulations is vital, and therefore, obtaining a notary public certification is typically required.

This can be achieved by attending a notary education course and passing a notary public exam, which are usually administered by state agencies.

The role of Notary Compliance Coordinator also requires detailed understanding of document processing and record keeping.

Therefore, coursework or experience in administrative law, business law, contract law, and other related subjects can be beneficial.

Most states require Notary Compliance Coordinators to be commissioned notaries.

The commissioning process varies by state, but it usually requires passing a background check, submitting an application, and taking an oath of office.

Continuing education or professional development courses in notary practices, ethical considerations, and legal updates are often encouraged to keep up with changing laws and regulations.

Moreover, acquiring certification from organizations like the National Notary Association can enhance job prospects and demonstrate a commitment to the profession.

For roles that demand a higher level of responsibility, such as managing a team of notaries, some employers may prefer candidates with a master’s degree in business administration or law.

 

Notary Compliance Coordinator Salary Expectations

A Notary Compliance Coordinator can expect an average salary of $52,500 (USD) per year.

The exact income can fluctuate depending on the individual’s level of experience, the size and type of the employing company, and the geographical location.

 

Notary Compliance Coordinator Job Description FAQs

What skills does a Notary Compliance Coordinator need?

A Notary Compliance Coordinator must have strong organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.

They should also possess strong interpersonal skills for dealing with various internal and external stakeholders.

Knowledge of notary laws and regulations is crucial, as well as basic computer skills for managing and maintaining notary records.

 

Do Notary Compliance Coordinators need a degree?

A degree may not always be necessary, but having one in legal studies or a related field can be beneficial.

What’s more important is a comprehensive understanding of notarial laws, processes, and compliance requirements.

Some organizations may require their Notary Compliance Coordinators to be commissioned notaries themselves.

 

What should you look for in a Notary Compliance Coordinator resume?

When reviewing a resume for a Notary Compliance Coordinator, look for experience in notary services, legal assistance, or regulatory compliance.

They should be familiar with notarial laws and regulations and have a history of maintaining meticulous records.

The ability to effectively communicate with various parties and manage multiple tasks at once is also a plus.

 

What qualities make a good Notary Compliance Coordinator?

A good Notary Compliance Coordinator is highly organized, meticulous, and has a keen eye for detail.

They should be able to handle high-pressure situations and make sure all notarial services meet the set legal standards.

Integrity is crucial in this role, as they will often handle sensitive and confidential documents.

Also, excellent communication and problem-solving skills are important.

 

Is it difficult to hire a Notary Compliance Coordinator?

Finding a qualified Notary Compliance Coordinator can be challenging due to the specificity of the role.

It requires a unique combination of skills, including understanding of notarial laws, strong organizational abilities, and excellent communication skills.

It’s important to clearly define the role’s responsibilities in the job description to attract the most suitable candidates.

 

Conclusion

And there you have it.

Today, we’ve unveiled the essence of what it means to be a Notary Compliance Coordinator.

Surprised?

It’s not just about verifying identities and validating signatures.

It’s about safeguarding trust and maintaining legal integrity, one notarial act at a time.

Armed with our comprehensive Notary Compliance Coordinator job description template and real-world examples, you’re ready to make your mark.

But don’t stop just yet.

Venture further with our job description generator. It’s your stepping stone to creating flawless job listings or polishing your resume to perfection.

Remember:

Every notarial act contributes to the larger framework of trust.

Let’s forge that trust. Together.

How to Become a Notary Compliance Coordinator (Complete Guide)

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