Certified Paralegal

Position Summary

Under the direct supervision of the Deputy Director of Business Services, the Paralegal supports the Business Services Division by conducting legal reviews and research related to complex business filings. This position applies specialized knowledge of the Ohio Revised Code, agency policies, and legal procedures to assess the statutory compliance of documents submitted for filing with the Secretary of State. Responsibilities include processing and evaluating a range of legal filings such as mergers, dissolutions, trademarks, and business trusts, and determining their eligibility for acceptance.

The Paralegal communicates statutory and procedural requirements to the general public, attorneys, and business representatives, and provides guidance to internal staff on document standards. This role also supports the Business Services Legal Counsel, manages direct customer interactions, and assists with document processing tasks, including the issuance of Certificates of Good Standing and the preparation of related correspondence. The position requires the use of internal document management systems and collaboration with other team members to ensure accuracy, efficiency, and compliance in all business filing operations.

Essential Duties and Responsibilities

Legal Review & Research

• Conducts legal research using the Ohio Revised Code, Secretary of State policies and procedures, and other reference materials to determine the legality and acceptability of submitted business filings.
• Performs detailed legal review of complex documents, including mergers, consolidations, dissolutions, business trusts, and intellectual property filings (e.g., trademarks, service marks).
• Interprets and applies relevant statutes and agency regulations to assess document compliance and determine acceptance or rejection.

Document Processing & Compliance

• Processes and evaluates all levels of business filings submitted to the Secretary of State for statutory and procedural compliance.
• Determines document acceptability based on legal criteria and prepares correspondence to communicate filing status or request additional information.
• Creates batches for daily processing and completes related batch control and balancing functions.

Customer and Public Service

• Informs and educates the general public, legal professionals, and business owners about filing requirements and statutory obligations.
• Provides direct customer service by responding to inquiries, offering filing guidance, and resolving complex issues related to document submissions.
• Assists in the Customer Service telephone area and delivers support in high-volume customer contact settings.

Internal Support and Collaboration

• Offers guidance and support to other Paralegals, Legal Assistants, and Customer Service Assistants to ensure consistent application of legal standards.
• Collaborates with Business Services Legal Counsel as needed for legal interpretation and case-specific advice.
• Performs operational support tasks using document management systems and ensures accuracy of entered data.

Additional Duties

• Issues official documentation, including Certificates of Good Standing, pre-clearances, and summons.
• Prepares formal correspondence in response to customer inquiries regarding the status or correction of filings.
• Performs other administrative and legal support duties as assigned to support the efficient operation of the Business Services Division.

Unusual Working Conditions

None

Minimum Qualifications

Education

• Paralegal Certification

Experience

• 24 mos. exp. as a paid legal assistant or paralegal. -Or
• 4 yrs. exp. in the public or private sector with experience in processing &/or preparation of business and corporate filings as filed with the Secretary of State. -Or
• Equivalent of minimum class qualifications for employment noted above.

Knowledge, Skills & Abilities

Knowledge of:

• Public Relations Principles

• Understanding of effective communication and interpersonal techniques to professionally interact with the public, legal professionals, and internal staff.

• Secretary of State Business Services Policies & Procedures

• Familiarity with agency-specific processes governing the acceptance and review of business filings (e.g., corporate filings, trademarks, summons, and UCC documents).

• Relevant Legal Framework

• Working knowledge of business-related legal standards and statutes such as the Ohio Revised Code to assess the legality of submissions and interpret regulatory requirements.

Skill in:

• Standard Office Equipment Operation

• Proficient in operating common office equipment such as fax machines, telephones, photocopiers, scanners, and personal computers.

• Microsoft Office Suite

• Competence in using Microsoft Office tools (Word, Excel, Outlook) for document preparation, spreadsheet management, and professional communication.

Ability to:

• Analyze and Make Judgments

• Evaluate multiple variables in legal and administrative contexts to determine appropriate actions regarding document acceptance or compliance.

• Perform Basic Mathematical Calculations

• Accurately calculate and interpret figures involving fractions, percentages, and decimals, especially in the context of filing fees or legal documentation.

• Conduct Legal and Procedural Research

• Apply sound research methods to retrieve relevant statutes, agency policies, or legal precedents related to business filings.

• Organize and Classify Information

• Collect, categorize, and manage legal and procedural data related to filings, correspondence, and customer interactions.

• Handle Sensitive Interactions Professionally

• Communicate with tact and professionalism during sensitive or complex interactions with legal professionals, business owners, and public officials.