Vital Records Clerk
4 days ago
Position Summary:
Under the supervision of the County Clerk and the Administrative Coordinator as lead employee, is responsible for receiving, processing, and recording documents for births, deaths, marriages, and other records processed by the office of the County Clerk. Assists customers at the counter, telephone, and online requests to inquiries related to vital records and the procedures of the Clerk's Office. Scans and indexes a wide variety of documents.
Benefits with this Position Include:
- Retirement plan includes a 401a with up to 8% employer contribution
- Comprehensive Medical, Pharmacy, Dental & Vision
- Optional HSA with an employer match
- Optional Voluntary 457 Deferred Compensation plan
- Short-term & Long-term disability & Basic Life & AD&D insurance
- Health & Dependent Flexible Spending Accounts
- Paid vacation, sick days & holidays. Unused vacation and sick time rolls over
- Tuition Reimbursement
- Up to $500 annual Wellness reimbursement* & $100 incentive for completing your annual physical & Health Assessment.
- Voluntary benefits such as Pet Insurance, Accident, Critical Illness, Hospital & Whole Life policies
- Employee assistance program
Pay Rate Information:
The Vital Records Clerk position is a full-time, non-union position and starting pay is $21.44/hr. This position is eligible for step pay increases within our . Top end of the current wage scale for this position is $27.16/hr.
Essential Job Functions:
An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.
- Provide customer service relative to the vital records division of the County Clerk's Office. Provides counter assistance, answers telephone calls, and on-line requests in issuing copies of vital records such as birth, marriage and death certificates, concealed weapons permits, DBA's, and other records and explains the procedures of the Clerk's office. Accepts payments for all requests. Verifies identification or relationship status as needed to process requests. Directs callers to the appropriate office or individual as needed.
- Processes and proofs applications for Concealed Pistol Permits. Provides licenses to approved applicants.
- Prepares agenda and takes official minutes for the Concealed Pistol Licensing Board.
- Processes marriage licenses. Verifies and proofs applications and documentation. Contacts parties if additional information is needed and prepares marriage licenses and packets. Accepts and logs marriage licenses for record and sealing for permanent record at the County.
- Proofreads death and birth certificates. Accepts filings and enters data into record at the County. Issues certified copies as requested. Monitors and retrieves electronically filed death certificates. Submits monthly batches of death and birth certificates to the state.
- Processes Notary Public applications and files bonds.
- Processes other documentation requests such as Veteran identification cards and vendor licenses.
- Processes, issues and changes DBA (Doing Business As) requests and information. Enters DBA information into record and files hard copies. Generates DBA reminder notices.
- Maintains stock of forms, application packets, and County and State of Michigan maps.
- Performs other duties as directed. The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the job requirements include the following:
Required Knowledge, Skills, Abilities and Minimum Qualifications:
- An Associates degree and two years of responsible experience in vital records or records management.
- The County, at its discretion, may consider an alternative combination of formal education and work experience.
- Certified as a Notary Public and Deputized Clerk.
- Certified Cash Handler.
- Good working knowledge of the principles and practices of records management and office procedures.
- Ability to understand vital record documents, processing vital records, DBAs, and concealed pistol permits, and maintaining detailed and accurate records in both electronic and non-electronic formats.
- Strong skills in proofreading and performing arithmetic calculations.
- Skill in assembling and analyzing data and preparing accurate reports.
- Skill in effectively communicating ideas and concepts orally and in writing.
- Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, and the public.
- Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.
- Skill in the use of office equipment and extensive technological skills, including Microsoft Suite applications and the ability to learn software applications and databases utilized by the Clerk's Office.
- Skill in the use of document imaging software and equipment.
- Skill in the use of photographic, audio, and video equipment.
Physical Demands and Work Environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push/pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.
The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.
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