Clerk V Position

4 weeks ago

Chicago, Illinois, United States Cook County Clerk's Office Full time

Job Summary

The Cook County Clerk's Office is seeking a highly skilled and detail-oriented Clerk V to join our team in the Vital Records Division. As a Clerk V, you will be responsible for receiving cross-training in all units of the Vital Records Division, including Public Service, Document Processing, Mail Tracking, Genealogy, Online Correspondence Orders, License & Registration, Scanning / Indexing, and Accounting. You will be trained on all database systems required to issue documents from these units.

Essential Job Duties

  • Assist customers with the acquisition of vital records, including birth, death, and marriage certificates, and process Notary Commissions and Assumed Business Name applications.
  • Advise customers of the cost of certified copies of requested documentation.
  • Obtain and confirm customer information to facilitate the issuance of vital records.
  • Issue or deny certified copies of vital records to customers based on entitlement.
  • Ensure confidentiality of records in accordance with federal and local laws, including Homeland Security, and Vital Records' Standard Operating Procedures (SOP).
  • Collect required fees for vital record documents and balance daily transactions, including cash, checks, and credit card payments.
  • Document daily transactions at the end of each business day in accordance with SOP.
  • Collect, sort, count, deposit, and secure large amounts of paper currency manually and using a bill counter machine.
  • Research documents that are not digitized and may be stored on microfilm or hard copy.
  • Respond to requests and inquiries from the general public via phone, mail, or email.
  • Adhere to the SOP for the Vital Records Division, which establishes guidelines for multi-operational work units within the division.
  • Open, sort, and deliver mail orders to the appropriate work units within the division daily.
  • Work with designated Vital Records Supervisors on scanning vital records that have been requested.
  • Research older vital records as requested by customers using microfilm or other resources.
  • Process online and mail orders as directed.

Minimum Qualifications

  • High School Diploma or General Education Development (G.E.D.) Certificate.
  • Two years of full-time customer service work experience.
  • Two years of full-time cashier work experience.
  • Proficient with Microsoft Word and Excel.

Knowledge, Skills, and Abilities

  • Knowledge of common documents kept by the Cook County Clerk's Office, with particular emphasis on birth, death, and marriage certificates.
  • Knowledge of the Cook County Clerk's Office policies and procedures for processing vital records in accordance with the Vital Records Division's SOP.
  • Knowledge of the various work units in the Vital Records Division.
  • Knowledge of Cashiering Point of Sales System (POS).
  • Ability to work under pressure while working with the Public Service Unit.
  • Ability to communicate clearly, concisely, and effectively, both orally and in writing, with customers and fellow employees.
  • Ability to use basic math skills when accepting cash during transactions, including providing proper change.
  • Ability to process credit card transactions accurately.
  • Ability to use a bill counter machine.
  • Ability to use a computer to perform basic daily tasks, including document processing and data entry.
  • Ability to use a microfilm machine to search for vital records and documents.
  • Ability to establish and maintain effective working relationships with various departments in the Cook County Clerk's Office.
  • Ability to understand and follow oral and written instructions.
  • Ability to be flexible, detail-oriented, and logically solve problems.
  • Ability to open, sort, batch, and deliver mail daily.
  • Ability to adhere to the Vital Records Division's SOP.
  • Ability to learn and develop research skills for genealogy and archives requests.
  • Ability to travel to and between suburban offices if necessary.

Physical Requirements

  • May have to stand or sit for longer periods of time.
  • May be required to frequently bend or stoop.
  • May be required to lift or carry up to 50 lbs.

Method of Application

Apply online at [insert link]. Online submission will close at 11:59 PM on [insert date].

Must be legally authorized to work in the United States without sponsorship.

Cook County is an equal opportunity employer.

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