Clerk/Register Technician

About the role

This position provides clerical support to the County Clerk/Register's Office, processing vital records, examining documents, providing customer service, and assisting with various administrative tasks.

Responsibilities

• Receives and responds to customer inquiries regarding program requirements, department policies, and procedures.
• Affixes signatures, stamps, and seals to documents.
• Processes requests for vital records, including birth certificates, death certificates, business licenses, and marriage licenses.
• Examines documents for compliance with recording and indexing requirements.
• Provides clerical support for the County Clerk/Register's Office, including filing, sorting, and prioritizing incoming mail.
• Acts as a passport acceptance agent, checking applications for completeness, taking photos, administering the oath, collecting fees, and submitting all necessary documentation to the passport agency.
• Operates image scanning system to scan documents into a database and 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 the 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, prepares copies of appropriate information, and prepares copies of appropriate information.
• Prepares agendas, minutes, records, and necessary correspondence for boards or committees.
• Inputs necessary data into the website.
• Supports the Elections Division with voter registration database and other necessary duties.
• Processes voter registration forms and collects application fees.
• Helps support an equitable, safe, diverse and inclusive workplace.

Requirements

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.

Qualifications

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.

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.

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.

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.

Benefits

The 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.

Pay

The pay for this position is competitive and commensurate with experience.

Schedule

The typical working hours are Monday-Friday 8:00am - 5:00pm. Occasional travel to other county locations as required.