Recording Secretaries are absolutely key to bringing people home to the land and soil. And without men and women coming home to the land, we can’t build our Assemblies! Your role is to serve as an International Notarial Witness and to record status correction documents, baby
deeds, land patents, or other important documents that need to be made part of the public record.
From Article 3305: “For the State Recording Secretaries”:
“Being a Recording Secretary is an honor and a public office. It’s not equivalent to being a Rotary Club Secretary. It involves being responsible for Public Records and dedicated to Public Service, at the level of your State Assembly.”
State Recording Secretary Job Description
State Recording Secretaries work for the State Assembly but must be vetted by the Federation. This is critical because they have access to sensitive information, including peoples’ private information, and they occasionally handle money. Recording Secretaries can hold other offices at the same time, thus operating as American State Citizens. However, if they choose to also serve as a Coordinator, they must server as American State Nationals for reasons described elsewhere.
Witnessing and recording status correction paperwork is only one of the tremendously important jobs a Recording Secretary performs. Once our State of State (unincorporated) organizations are up and running, you will also get to serve as an International Notarial Witness. This means you will be able to witness the autographing of agreements between State of State organizations.
A question that is often asked is this: “Since I’m an International Notarial Witness, can I record the status correction paperwork for someone on a different state?” And the answer is no, you can only record the status correction paperwork for someone on your own state. Think of your state as a nation, because… well, it is! You are bringing people home to the land and soil on your own (and their own) nation. Your International Notarial Witness title reflects your ability to witness and record agreements made between states, not on other states. (And remember, that only happens on the State of State level, when we get those up and running)
What a Recording Secretary is:
A “people- people”
Very Patient
Friendly
Trustworthy
Dependable
Organized
A good teacher
What a Recording Secretary is NOT:
Short-tempered
A Gossip
A Control Freak
Power hungry
Political
The Role of the Recording Secretary
The job of a State Recording Secretary involves a lot of paperwork. Lots of stamping, autographing, scanning, copying, uploading, filing, organizing and mailing. If you don’t like paperwork, run.
Repetitive things you do
Witnessing, recording and publishing documents
Collecting recording fees (If they are not pre-paid on-line)
Transferring recording fees to the treasurer
Mailing originals back to the people they belong to
Preparing copies of recorded documents for transfer to the Record Keeper
Safeguarding the seals entrusted in your care
Technical Equipment and Skills Required
Computer and basic computer skills
Printer/Scanner and knowledge of their use
Knowledge of an email program well enough to create groups for
contacts and folders for organizing emails
Qualities of a Great Recording Secretary
To be a great Recording Secretary, you absolutely must be a people-people! Just like the Coordinator,
you will be one of the first people new inquiries come to. You will be interacting with lots of people on
the phone, through email and in person, generally answering a ton of questions. The people you deal
with will be at all levels of understanding, so you must be very patient and not tire of having to answer
the same questions over and over (and over and over and over!) again.
A great Recording Secretary must also be extremely trustworthy. You will be handling the sensitive personal information of many people. You must respect the privacy of everyone, keeping their private information private. If you like to gossip this is the wrong job for you. You may also be collecting recording fees on behalf of the Assembly, so you will need to be able to be trusted
with money. Having good organizational skills will be critical. There will be a lot of paperwork coming across your desk , and you will need to keep track of it all. You never want someone asking you where their originals are – the ones you promised to send them 3 weeks ago – and now you
can’t find them!
On a day-to-day basis, you will find yourself up to some of these tasks
Talking to new people, educating them about the paperwork process
Scheduling appointments for document notarization
Answering lots of questions!
Getting to know new Nationals well enough to help the Coordinator with “sorting”
Getting to Know the Newly Landed
When you are recording someone’s paperwork, you will be spending a bit of time with them, so you may be the perfect person to get to know them. Ask them questions. Find out what their background is. Find out what their skills are and what they love to do – or what they would love to learn. And don’t forget to ask them if they want to be involved. Share this information with your Coordinator. This will help your Coordinator find the perfect position for them in the Assembly that will be the best fit
for everyone.
Training
Once you have been vetted for the position of Recording Secretary, you will begin training for the specific duties. The training currently consists of watching a few hours of training videos and then working together with an active Recording Secretary during some recording sessions. Your first recording session should be done with a seasoned Recording Secretary present.
Things a Recording Secretary needs to know inside and out
The bottom-up structure of our government
The Four Pillars of our Assemblies
Qualifications for someone to become an American State National or an American State Citizen
All the steps involved in completing the status correction paperwork
Where to direct people to find information about the paperwork
What each page of the status correction paperwork means and how to fill it out correctly (The Paperwork Training Course!)
How each page is to be autographed, notarized, and stamped
Other options for notarizing, recording and publishing (See below)
The importance of publishing and the choices people have
Contact us for training: tn-recsecy-sequatchie-tchaney@mail.americanstatenationals.us
