Summary:
Performs intermediate administrative support work performing a variety of clerical, secretarial, or support duties in the Register of Deeds Office, and related work as apparent or assigned. Work is performed under the moderate supervision of the Register of Deeds.
Essential Functions and Responsibilities include:
Performs a variety of administrative support duties including but not limited to managing files and records, composing, and preparing materials, reports, records, counting money and balancing cash drawers, scanning, faxing, filing, etc.
Greets customers and provides customer service to the public in person and on the phone.
Answers the phone, transfers calls and takes messages.
Restocks office supply materials.
Creates packets of information.
The responsibilities and duties outlined above are intended to provide a general outline and summary of this role. It is not intended to be an exhaustive or comprehensive list of duties and responsibilities. Additional tasks may be assigned as needed, with or without notice, to meet the needs of the department and county.
Education & Experience:
High School education diploma of GED equivalent, and at least one year of experience in an office providing administrative support and working with the public; or equivalent combination of education and experience where two years related experience equals one year of schooling.
The Register of Deeds retains sole discretion to determine whether an applicants prior experience and background satisfy the experience requirements for this position.
Knowledge, Skills, and Abilities
Must be detail oriented with basic reading, writing skills to read and review documents;
Must demonstrate superior customer service skills;
Comprehensive computer skills knowledge including Microsoft Office, and the ability to send emails, scan and fax documents;
Must possess exceptional organization skills with the ability to keep detailed, complex records, and to prepare accurate reports from file sources;
Ability to perform and organize work independently;
Ability to type at a reasonable rate of speed; ability to prepare effective correspondence on routine matters and to perform routine office tasks;
Ability to establish and maintain effective working relationships with associates, elected officials, vendors and the general public.
Spanish-speaking and writing ability is preferred; however, the position may require it in specific circumstances.
Licenses & Certifications:
If required to act as a Passport Agent Must successfully complete required U.S. Passport Acceptance Agent training and maintain certification on an annual basis.
Passport Agent (Conditional Assignment):
Passport processing is not a required duty of this position unless designated by the Register of Deeds based on departmental needs. If designated to serve as a Passport Agent, the employee must meet all federal eligibility requirements for Passport Acceptance Agents, including:
Being a U.S. citizen or U.S. non-citizen national;
Being 18 years of age or older;
Being a permanent employee (excluding ad hoc, contractual, or volunteer employees); and
Having no record of:
o A federal or state felony conviction; or
o A misdemeanor conviction involving moral turpitude or breach of trust, including but not limited to embezzlement, identity theft, misappropriation, document fraud, drug offenses, or dishonesty in carrying out responsibilities involving public trust.
Work Environment / Physical Requirements
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Frequent exertion of up to 25 pounds of force and occasional exertion of up to 25 pounds of force.
Occasional standing, walking, sitting, speaking or hearing, using hands to finger, handle or feel, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, tasting or smelling, pushing or pulling and repetitive motions.
Work has standard vision requirements.
Vocal communication is required for expressing or exchanging ideas by means of the spoken word and hearing is required to perceive information at normal spoken word levels.
Work Location:
This role must work from the location identified at the time of hire with work travel required as needed. Any change of work location, even on a short-term or interim basis, must be reviewed by the Register of Deeds or Assistant Register of Deeds.
Additional information:
Individuals hired must be able to perform essential duties satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Cleveland County provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
