Clerk/Register Technician

Job Description

Operates under the supervision of the Chief Deputy Clerk and Chief Deputy Register, performs a variety of clerical support tasks to process county vital records and performs detailed research and examination of legal documents for conformity to the recording and indexing of land records. Provides customer service to the public and clerical support to other staff.

Essential Job Functions

The essential functions of this position include, but are not limited to, any combination of the following:

• Receives and responds to customer inquiries in person, by telephone, by fax, or by e-mail regarding program requirements, department policies and procedures, documents, and other functions of the County Clerk/Register's Office. Assists customers in filling out forms, and reviews applications and documentation for proper completion.
• Refers inquiries and requests for legal guidance and other information beyond the scope and authority of the position to more appropriate resources.
• Processes requests for vital records including birth certificates, death certificates, business licenses, and marriage licenses in person or through the online request system.
• Examines documents presented to determine (1) whether they are originals or certified copies authorized for recording; (2) if they comply with all substantive and procedural requirements for recording; and (3) the amount of any applicable fees and transfer taxes.
• Prepares and types a variety of forms and other legal documents such as marriage licenses, business licenses, death certificates, etc.
• Provides clerical support for the County Clerk/Register's Office, including filing, sorting and prioritizing incoming mail, pulling files and records, processing documents, and preparing correspondence.
• May act as a passport acceptance agent. This includes checking applications for completeness, taking photos, administering the oath, collecting fees, and submitting all necessary documentation to passport agency.
• Operates image scanning system to scan documents into a database. Indexes scanned records. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy and other records storage media.
• Performs routine bookkeeping tasks such as balancing accounts for a designated area with limited financial transactions.
• Collects taxes and fees for recordable documents, issues tax certificates and/or receipts and enters documents into recording database system.
• Processes Concealed Weapons Permits and collects application fees.
• Enters data into various computer systems.
• Responds to genealogy requests for information. Searches older documents and prepares copies of appropriate information.
• Prepares agendas, minutes, records, and necessary correspondence for boards or committees. Inputs necessary data into website. Publishes public meeting notices as required.
• Drafts various correspondences, reports, and other documents using word processing software, following established procedures or specific instructions. Compiles processes and submits periodic reports.
• Assists the Elections Division with voter registration database and other necessary duties.
• Performs daily balancing of receipts and funds received, operates and balances the cash register.
• Helps support an equitable, safe, diverse and inclusive workplace.
• In addition to performing any or all of the foregoing functions, performs other functions as assigned to ensure fast, accurate and cost-efficient customer service.

Required Education, Training and Experience

High school diploma or GED required combined with some post-secondary training in business information commercial field and two years of general office experience in an office position requiring extensive public/customer contact.

Additional Requirements and Information

Required Knowledge and Skills:

• Good working knowledge of Michigan laws, policies, and procedures regarding processing and issuing of all vital records and conformity to the recording and indexing requirements of Chapter 53 of the Michigan Compiled Laws.
• Good working knowledge of United States Department of State rules and regulations regarding processing and handling of passport applications.
• Good working knowledge of basic court processes, legal terminology, documents, and procedures.
• Fast and accurate keyboarding skills.
• Excellent customer service skills.
• Accurate mathematical skills.
• Working knowledge of privacy requirements related to court and vital records.
• Computer literacy and knowledge of word processing, spreadsheet, and database management applications.
• Knowledge of document imaging protocols and equipment operation.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent proofreading skills and attention to detail.
• Excellent interpersonal and human relations skills.
• Good memorization skills and the ability to retain detailed information.
• Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.
• Good communications skills and active listening skills.
• Ability to interact positively and professionally with members of the general public, attorneys, officers of the court, local government employees from a wide range of cultural and socio-economic backgrounds and with widely divergent communications skills.

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Ottawa County is an Equal Opportunity Employer.

Physical Requirements:

• Must be able to lift, carry, push, pull and stack supplies/materials weighing up to 35 pounds.
• Must be able to access all areas of the county and court offices.
• Must be able to enter and retrieve information on the computer.
• Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

Working Conditions:

Work is generally performed in a normal office environment.

Job Description

Operates under the supervision of the Chief Deputy Clerk and Chief Deputy Register, performs a variety of clerical support tasks to process county vital records and performs detailed research and examination of legal documents for conformity to the recording and indexing of land records. Provides customer service to the public and clerical support to other staff.

Essential Job Functions

The essential functions of this position include, but are not limited to, any combination of the following:

• Receives and responds to customer inquiries in person, by telephone, by fax, or by e-mail regarding program requirements, department policies and procedures, documents, and other functions of the County Clerk/Register's Office. Assists customers in filling out forms, and reviews applications and documentation for proper completion.
• Refers inquiries and requests for legal guidance and other information beyond the scope and authority of the position to more appropriate resources.
• Processes requests for vital records including birth certificates, death certificates, business licenses, and marriage licenses in person or through the online request system.
• Examines documents presented to determine (1) whether they are originals or certified copies authorized for recording; (2) if they comply with all substantive and procedural requirements for recording; and (3) the amount of any applicable fees and transfer taxes.
• Prepares and types a variety of forms and other legal documents such as marriage licenses, business licenses, death certificates, etc.
• Provides clerical support for the County Clerk/Register's Office, including filing, sorting and prioritizing incoming mail, pulling files and records, processing documents, and preparing correspondence.
• May act as a passport acceptance agent. This includes checking applications for completeness, taking photos, administering the oath, collecting fees, and submitting all necessary documentation to passport agency.
• Operates image scanning system to scan documents into a database. Indexes scanned records. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy and other records storage media.
• Performs routine bookkeeping tasks such as balancing accounts for a designated area with limited financial transactions.
• Collects taxes and fees for recordable documents, issues tax certificates and/or receipts and enters documents into recording database system.
• Processes Concealed Weapons Permits and collects application fees.
• Enters data into various computer systems.
• Responds to genealogy requests for information. Searches older documents and prepares copies of appropriate information.
• Prepares agendas, minutes, records, and necessary correspondence for boards or committees. Inputs necessary data into website. Publishes public meeting notices as required.
• Drafts various correspondences, reports, and other documents using word processing software, following established procedures or specific instructions. Compiles processes and submits periodic reports.
• Assists the Elections Division with voter registration database and other necessary duties.
• Performs daily balancing of receipts and funds received, operates and balances the cash register.
• Helps support an equitable, safe, diverse and inclusive workplace.
• In addition to performing any or all of the foregoing functions, performs other functions as assigned to ensure fast, accurate and cost-efficient customer service.

Required Education, Training and Experience

High school diploma or GED required combined with some post-secondary training in business information commercial field and two years of general office experience in an office position requiring extensive public/customer contact.

Additional Requirements and Information

Required Knowledge and Skills:

• Good working knowledge of Michigan laws, policies, and procedures regarding processing and issuing of all vital records and conformity to the recording and indexing requirements of Chapter 53 of the Michigan Compiled Laws.
• Good working knowledge of United States Department of State rules and regulations regarding processing and handling of passport applications.
• Good working knowledge of basic court processes, legal terminology, documents, and procedures.
• Fast and accurate keyboarding skills.
• Excellent customer service skills.
• Accurate mathematical skills.
• Working knowledge of privacy requirements related to court and vital records.
• Computer literacy and knowledge of word processing, spreadsheet, and database management applications.
• Knowledge of document imaging protocols and equipment operation.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent proofreading skills and attention to detail.
• Excellent interpersonal and human relations skills.
• Good memorization skills and the ability to retain detailed information.
• Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.
• Good communications skills and active listening skills.
• Ability to interact positively and professionally with members of the general public, attorneys, officers of the court, local government employees from a wide range of cultural and socio-economic backgrounds and with widely divergent communications skills.

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Ottawa County is an Equal Opportunity Employer.

Physical Requirements:

• Must be able to lift, carry, push, pull and stack supplies/materials weighing up to 35 pounds.
• Must be able to access all areas of the county and court offices.
• Must be able to enter and retrieve information on the computer.
• Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

Working Conditions:

Work is generally performed in a normal office environment.

This position is benefited and is subject to the Group T manual.

Ottawa County offers a wide range of benefits to support you in your career. View the Benefits Summary for more information.

The current Group T manual can be viewed here. The Ottawa County Universal Wage Scale can be found here.

**Part-time benefitted positions will receive prorated benefits.