Automated Affidavit Representative (Notary)

Summary

Column is a software platform for public information that provides automated tools and workflow solutions for governments, law firms, and media organizations. The Automated Affidavits Representative will manage affidavit signing, Remote Online Notarization, vendor coordination, exception resolution, compliance research, and process improvement in a high-volume, technology-driven environment.

Responsibilities

• Serve as an authorized affidavit signer on behalf of Column
• Perform Remote Online Notarizations for affidavits and related documents
• Review affidavits for accuracy, completeness, proper execution, and notarization requirements before completion
• Manage affidavit signing and notarization queues while meeting established service level expectations
• Identify and resolve missing information, signing issues, failed notarizations, workflow errors, and other exceptions that could delay completion
• Understand and correctly process different affidavit types, templates, and signing requirements
• Work directly with Column’s external notary and affidavit vendors to support daily operations and resolve issues
• Serve as an operational point of contact when vendor issues affect affidavit completion, signing, or notarization
• Communicate clearly with vendors regarding requirements, errors, process changes, service expectations, and escalations
• Help monitor vendor performance and identify recurring issues that create delays, rework, failed transactions, or unnecessary costs
• Help develop scalable processes for managing increasing affidavit and notarization volume
• Identify opportunities to improve how work is distributed between internal signers, notaries, automation, and external vendors
• Partner with internal teams to improve signing and notarization workflows as Column expands affidavit operations
• Research state, jurisdiction, court, publication, signing, and notarization requirements when questions arise
• Help maintain clear documentation of affidavit and notarial requirements
• Monitor changes to requirements and help determine whether existing templates, workflows, or processes need to change
• Identify potential compliance gaps and escalate questions requiring additional legal or operational review
• Work with internal teams to translate confirmed requirements into affidavit templates, processes, documentation, and automation
• Identify recurring manual work, errors, and operational bottlenecks that could be addressed through stronger processes or automation
• Contribute to Standard Operating Procedures and internal resources for affidavit signing, notarization, vendor management, and compliance
• Complete training on the Automated Affidavits workflow from generation through delivery
• Learn Column’s affidavit signing and Remote Online Notarization procedures
• Become familiar with the different affidavit types and templates processed by Column
• Learn how work moves between Column, our signing processes, and external notary vendors
• Understand when manual intervention is required within automated workflows
• Become familiar with existing state, jurisdiction, court, publication, and notarization requirements
• Learn how affidavit and notary exceptions are researched, documented, resolved, and escalated
• Begin reviewing, signing, and notarizing affidavits with support as needed
• Manage affidavit queues, signing responsibilities, notarizations, and routine exceptions
• Consistently complete work within established accuracy and service level expectations
• Communicate directly with notary vendors to resolve routine operational issues
• Research and document affidavit and notarial requirements when questions arise
• Identify discrepancies between confirmed requirements and existing workflows or templates
• Help keep notary and compliance documentation current as requirements are confirmed or changed
• Identify recurring vendor, signing, or workflow issues and escalate patterns that need broader solutions
• Independently handle more complex affidavit, signing, notarization, and vendor exceptions
• Proactively identify operational and compliance gaps
• Review workflows and templates against documented requirements
• Identify recurring manual work, failed transactions, errors, and vendor issues that could be addressed through process improvements or automation
• Help strengthen vendor processes and operational expectations
• Contribute to stronger documentation and Standard Operating Procedures
• Identify opportunities to make affidavit signing and notarization more efficient as volume grows
• Serve as a reliable internal resource for routine affidavit and notary questions

Skills

• Current notary commission and the ability to legally perform Remote Online Notarizations
• Experience performing notarizations and a strong understanding of notarial responsibilities and requirements
• Comfortable serving as an authorized affidavit signer on behalf of Column
• Strong attention to detail with the ability to identify errors, inconsistencies, and potential compliance concerns
• Experience working directly with vendors, partners, or other external stakeholders
• Strong written and verbal communication skills with the confidence to troubleshoot and resolve operational issues with external partners
• Strong organization and time management skills with the ability to manage high volume workflows and competing deadlines
• Good judgment and the ability to determine when an issue can be resolved independently and when additional review or escalation is required
• Comfortable learning and working across multiple systems, technology platforms, and automated workflows
• Ability to work independently, take ownership of problems, and follow issues through resolution
• Comfortable working in an environment where processes are continuing to evolve and scale
• Active U.S. notary commission
• Legally eligible and authorized to perform Remote Online Notarizations in your commissioned state
• Hands on notarization experience
• Ability to serve as an authorized affidavit signer on behalf of Column
• Experience managing high volume, deadline driven work
• Strong attention to detail and commitment to accurate document execution
• Strong communication skills and experience working with external partners or vendors
• Ability to research and interpret notarial and jurisdiction specific requirements
• Strong documentation and organizational skills
• Ability to independently troubleshoot operational issues and escalate appropriately
• Experience with Remote Online Notarization platforms and workflows
• Experience processing or notarizing affidavits
• Experience with legal notices, proofs of publication, or other legal documents
• Experience managing notary vendors or third party service providers
• Experience working in compliance, legal operations, regulatory research, or document operations
• Experience researching state, court, or jurisdiction specific requirements
• Experience maintaining Standard Operating Procedures, compliance documentation, or internal knowledge resources
• Experience identifying opportunities for process improvement or automation
• Experience working in a technology or SaaS environment

Qualifications

Must Haves

• Current notary commission and the ability to legally perform Remote Online Notarizations
• Experience performing notarizations and a strong understanding of notarial responsibilities and requirements
• Comfortable serving as an authorized affidavit signer on behalf of Column
• Strong attention to detail with the ability to identify errors, inconsistencies, and potential compliance concerns
• Experience working directly with vendors, partners, or other external stakeholders
• Strong written and verbal communication skills with the confidence to troubleshoot and resolve operational issues with external partners
• Strong organization and time management skills with the ability to manage high volume workflows and competing deadlines
• Good judgment and the ability to determine when an issue can be resolved independently and when additional review or escalation is required
• Comfortable learning and working across multiple systems, technology platforms, and automated workflows
• Ability to work independently, take ownership of problems, and follow issues through resolution
• Comfortable working in an environment where processes are continuing to evolve and scale
• Active U.S. notary commission
• Legally eligible and authorized to perform Remote Online Notarizations in your commissioned state
• Hands on notarization experience
• Ability to serve as an authorized affidavit signer on behalf of Column
• Experience managing high volume, deadline driven work
• Strong attention to detail and commitment to accurate document execution
• Strong communication skills and experience working with external partners or vendors
• Ability to research and interpret notarial and jurisdiction specific requirements
• Strong documentation and organizational skills
• Ability to independently troubleshoot operational issues and escalate appropriately
• Experience with Remote Online Notarization platforms and workflows

Nice to Haves

• Experience processing or notarizing affidavits
• Experience with legal notices, proofs of publication, or other legal documents
• Experience managing notary vendors or third party service providers
• Experience working in compliance, legal operations, regulatory research, or document operations
• Experience researching state, court, or jurisdiction specific requirements
• Experience maintaining Standard Operating Procedures, compliance documentation, or internal knowledge resources
• Experience identifying opportunities for process improvement or automation
• Experience working in a technology or SaaS environment

Benefits

• Equity participation in a high growth, mission driven company
• 401K with match
• Health, dental, vision, life, short term, and long term disability insurance
• Flexible PTO
• Fully remote work environment within the United States