Overview
SHIAWASSEE COUNTY
JOB DESCRIPTION
VITAL RECORDS CLERK
Supervised By: County Clerk and Chief Deputy Clerk
Supervises: None
Pay Scale:$18.72 – $22.89
Position Summary:
Under the supervision of the County Clerk and Chief Deputy Clerk, handles and maintains documentation for vital events such as births, deaths, marriages, and concealed pistol licenses (CPL) and other county clerk records. Offers support to customers through various channels, including in-person, mail, and phone, addressing queries about vital records and county clerk procedures. Prepares and issues certified copies of vital records and other documents.
Essential Job Functions:
An individual in this role may be required to execute any of the following critical tasks. This list is not exhaustive of all responsibilities the employee might undertake. The absence of certain duties does not exclude them from this role if they are similar, connected, or logically fall within this role’s scope. To excel in this position, one must competently fulfill each essential duty.
1. Offers support at the counter for issuing vital records such as birth, marriage, and death certificates, DBA, and other documents, while also explaining the clerk’s office procedures. Tasks include searching for records, copying, certifying documents, and managing fee payments and receipts, all while ensuring data access security.
2. Handles inquiries, phone calls, and responses related to vital records processing and other office functions, either directly or by redirecting callers to the relevant department or person.
3. Receives, reviews, and files documents, gathers fees, and submits paperwork for recording.
4. Offers public guidance on concealed weapon permit laws, manages applications for new and renewal permits, updates applicant records with new personal details, and collects fingerprints from applicants while ensuring compliance with ADA requirements for applicants with disabilities.
5. Informs customers of any changes to their CPL eligibility status by sending letters of approval, denial, suspension, or revocation.
6. Reviews and verifies suitable documentation and identification for online CPL renewal, checks training requirements and exemptions. Contacts customers via phone or e-mail for additional information when documentation is incomplete.
7. Responsible for the upkeep of Livescan/Fingerprint equipment, identifying and resolving issues, and collaborating with State Police Information Technology for assistance when needed.
8. Stays updated on CPL requirements by attending training sessions. Guarantees the precision and relevance of their knowledge.
9. Responsible for the upkeep of CPL printing equipment, identifying and resolving issues, and when necessary, escalating to IT support. Ensures cards meet quality standards prior to distribution.
10. Handles applications for notary public, assumed names, co-partnerships and gun permits by verifying documentation and addressing inquiries via counter, email, and phone. Involved in indexing and recording these documents.
11. Reviews birth certificates, verifies residency, and checks application completeness to issue marriage licenses, while also managing fees, preparing license packets, tracking licenses and waivers, and supplying data to the local newspaper.
12. Reviews birth certificates for completeness, assigns identification numbers, makes duplicates, and organizes them for filing.
13. Upon receiving notifications from the State of Michigan regarding individuals born in Shiawassee County who have passed away, locates their birth records and updates them to reflect the individual’s death, including the date of death and the state file number.
14. Accepts and processes corrections to birth records from the Michigan Department of Community Health, such as name corrections, additions of a father, adoptions, or other errors. Subsequently, the updated record is filed and the original record is sealed.
15. Handles and updates corrections on death certificates.
16. Compiles and inputs DBA documentation into the computer system. Handles DBA documents received via mail, completes requests for duplicates, and addresses relevant service inquiries.
17. Acts as a notary public and performs document notarization.
18. Carries out various support duties including filling out forms and documents, preparing certified record copies, and aiding in the process of incoming and outgoing mail.
19. Responsible for acquiring and overseeing all essential record forms and related processing duties.
20. Helps individuals with their genealogical investigations by locating, accessing, and reproducing documents as needed.
21. Carries out duties of other office clerks or roles as required, with an emphasis on cross-training.
22. Accountable for maintaining and running office equipment (i.e. Pitney Bowes mailing, microfiche, CPL card printer, antique typewriter), with a focus on careful handling of older devices due to their age and limited replacement options. This involves conducting regular maintenance and correctly notifying the appropriate IT staff for any troubleshooting needs.
23. Manages Freedom of Information Act (FOIA) requests with county administration, performs research to find pertinent documents and processes related fees.
24. Works together with Chief Deputy Clerk to oversee the ordering of supplies for both the Circuit Court Clerks and Vital Records offices, including materials for CPL printing, equipment, forms, and handles other associated duties.
25. Carries out additional tasks as necessary.
Required Knowledge, Skills, Abilities, and Minimum Qualifications:
The requirements listed below are representative of the knowledge, skills, abilities and minimum qualifications necessary to perform the essential functions of the position. Adjustments may be made to allow individuals with disabilities to fulfill the job requirements.
Requirements include the following:
· A high school diploma or equivalent is required, along with one year of experience in clerical support and vital records or records management, preferably in a government office. Preference will be given to candidates with some college coursework in business or technology.
· The county reserves the right to consider a different mix of formal education and work experience if it chooses.
· Understanding of the fundamentals of record management and office protocols.
· Capacity to understand and manage vital records and CPL processes, ensuring precise record-keeping in both digital and physical formats.
· Capacity to engage in discussions about CPL and other topics with clients while maintaining confidentiality.
· Proficiency in providing customer service.
· Ability to collect, evaluate, and compile data into detailed and precise reports.
· The ability to convey ideas and concepts clearly both verbally and in written form.
· 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 work under extreme pressure and verbal abuse.
· Ability to prioritize and achieve accuracy in all assigned work tasks.
· Skill in the use of office equipment and technology, including Microsoft Suite applications and software utilized by the Clerk’s Office, and the ability to master new technologies.
Physical Demands and Work Environment:
The characteristics of the work environment and physical requirements outlined here are indicative of what an employee will experience while carrying out the job’s essential duties. Adjustments can be made to support individuals with disabilities in fulfilling these essential duties.
In performing job duties, the employee is frequently expected to engage in in-person and telephone communication, read various print sizes, create and review written and electronic documents, and perform repetitive typing on a computer keyboard. The role demands mobility within an office environment, including the ability to stand, sit, stoop, and kneel as well as the capability to use hands for manipulation and to reach with arms. The employee should be able to lift or move up to 15 lbs. unaided, or up to 30 lbs. and be capable of climbing an 8-foot ladder via stairs for accessing records storage. Adjustments will be made as required for the office setting. Employees may be required to handle or relocate items exceeding these specified weights.
The typical work environment of this job is a business office setting where the noise level is generally quiet and sometimes moderate.
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Shiawassee 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.
Pay: $18.72 - $22.89 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
