Administrative Supervisor

The Authentications Unit authenticates a variety of documents for commercial organizations private citizens and government officials. Examples of such documents include:
Business entity filed documents
Adoption paperwork
Powers of Attorney
Diplomas
School Transcripts
Distributorship Agreements
Statements of Marital Status
Job Certifications
Deeds
Assignments of Interest
Patent Applications
And others
This position must ensure uniform compliance with federal state and international laws governing the authentication of legal documents and provide information to the public. Given the constant workflow turnaround times and the consequences of error examination and processing can be very stressful. In addition to the routine workflow this position works to accommodate customers having highly time-sensitive documents.
This position determines the country of intended use from the cover letter presented. This determination will then enable the employee to decide if the document requires a special certification that is accepted in countries that are members of the 1961 Hague Convention. After determination has been made on what type of legal authentication is correct and whether the document signer had the legal authority to certify as to the originality of the documents then the document can be reviewed for compliance with the North Carolina General Statues Chapter 66 Article 34 governing the authentication of documents and Chapter 10 the NC Notary Act where the actual signatures of authorities are carefully scrutinized against the signature exemplars within the SOSKB database.

The appropriate certificate is then prepared and attached either by glue or by staple depending upon the type of document and what is internationally known for North Carolina Authentications.

The position establishes the classification of documents submitted for example:
Certificate of Authority North Carolina Notarized Documents to a country not a member of the 1961 Hague Convention;
Authentication A North Carolina Government Issued document for example a vital record document being used in a country not a member of the 1961 Hague Convention; or
Apostille either a NC Government-issued document or a NC notarized document being used by a member country of the 1961 Hague Convention.
The position examines the documents for compliance with statutory requirements depending on the specific type of document and to ensure compliance with the applicable North Carolina General Statutes. It is essential the correct certificate be processed as an incorrect certification could result in a loss of thousands of dollars for the client as well as a delay in the adoption of a child from another country.
The position is responsible for the final examination and approval of all documents submitted to the Department of the Secretary of State for filing with the Authentications Unit.

The position has the final authority to approve documents reject or deny documents. An example of a denial is when a sovereign citizen submits a document to denounce his/her US Citizenship. There is a process at the federal leve which does not include obtaining a Certificate of Authentication. Therefore an extensive knowledge of the North Carolina General Statutes as well as the Notary Public Act is necessary to resolve any problems with documents that have been submitted for authentication.

1. Communication: Ensuring clear and consistent communication across all levels of the team. Whether it is updates expectations feedback or strategic goals it should be shared in a way that is understandable and timely.

2. Performance Management: Reviewing current performance metrics and determining if adjustments or improvements are necessary. Setting clear expectations monitoring progress and making data-informed decisions to improve outcomes.

3. Workflow Process Updates: Involve systematically reviewing how task responsibilities are currently managed within a team to improve efficiency productivity and overall performance.

4. Training and Development: Focus on equipping team members with the knowledge skills and tools they need to perform effectively in their current roles. Assessing existing training initiatives to ensure that these efforts are targeted relevant and impactful.

5. Organization: Organizing tasks priorities and resources to better streamline operations. This will involve the coordination of work time and resources to ensure that operations run smoothly and efficiently.