Vital Records Processing Specialist

1 week ago

Rapid City, South Dakota, United States Pennington County, SD Full time
Salary: $18.03 Hourly

Location: Rapid City, SD

Job Type: Full-Time

Department: Register of Deeds

Position Overview

The Vital Records/Lien Specialist is responsible for managing applications for vital records in accordance with legal requirements and directives from the Register of Deeds. This role involves performing administrative tasks and offering support to the public, title companies, legal professionals, lending institutions, and various governmental agencies. The specialist will provide information to the public through in-person interactions, phone calls, and written communication, maintaining an objective and unbiased approach. Familiarity with current South Dakota Codified Laws relevant to this office is essential.

Key Responsibilities

Core Duties:
  • Process applications for marriage licenses, birth, marriage, and death certificates, ensuring eligibility for requested records.
  • Communicate relevant laws, policies, and procedures regarding the purchase of certified copies of vital records and the lawful registration and amendment of these records.
  • File and manage liens for various entities including the Pennington County Auditor, Sheriff, State of South Dakota, IRS, and State Attorney's Office.
  • Conduct daily reconciliation of cash transactions.
  • Receive and register Fictitious Business Names into the state system.
  • Prepare monthly reports for charge accounts and generate statements.
  • Create burial permits for funeral service providers.
  • Ensure confidentiality and prevent unauthorized access to sensitive records.
  • Accurately handle and account for cash transactions.
  • Work independently, making informed decisions to assist with outstanding transactions received via personal contact, phone, and mail.
Additional Responsibilities:
  • Communicate in a professional, efficient, and effective manner.
  • Prepare correspondence, documents, reports, and memos accurately and in a timely fashion.
  • Operate basic office equipment competently.
  • Complete assigned tasks with minimal supervision after training.
  • Perform other duties as assigned by supervisors.
Qualifications

Required Experience and Education:
  • High School Diploma or GED Certificate.
  • 1 to 3 years of experience in customer service.
  • Comprehensive understanding of laws and regulations applicable to this office.
  • Proficiency in computer use for information retrieval.
  • Ability to comprehend written, verbal, and physical instructions.
Physical Requirements:
  • Frequent sitting and occasional walking, standing, bending, kneeling, stooping, reaching, and lifting are required, along with manual dexterity for typing, writing, using a calculator, and answering phones.
  • Upper body strength to lift/move up to 20 lbs. unassisted and up to 50 lbs. with assistance.
  • Effective oral and written communication skills with the public and staff.
  • Ability to engage in face-to-face communication and handle multiple tasks with interruptions.
Benefits Overview

Pennington County offers a comprehensive benefits package for full-time and part-time benefited employees, including health care, life insurance, employee assistance programs, retirement plans, supplemental insurance, and paid time off. Detailed policies and procedures for all benefits are available to employees.

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