County Service Specialist Senior - Clerk

Typical Qualifications

Description

Summary: Under direction of the Chief Deputy Clerk and County Clerk, performs a variety of as assigned in a wide range of areas. Coordinates and performs a wide variety of administrative functions for the office of the County Clerk

The essential functions or duties listed below are intended only as Illustrations of the various types of work that may be performed. The omission of specific statements of duties do not exclude them from the position if the work is similar, related or a logical assignment to the position.

Responsibilities include greeting and assisting public, answering incoming calls, and recording, indexing, copying, scanning and filing documents, receiving money, making change, issuing receipts, balancing cash drawers daily and preparing deposit for Treasurer’s Office, opening and sorting incoming mail. Cross training required for marriage licenses, various election duties and processing passport applications. Demonstrates strong ethical, professional, and service oriented customer service. Works independently or with little supervision over a period time.

Interact with the existing staff and the public in a courteous, tactful, patient and tolerant manner.

Demonstrates continuous efforts to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

• Provides initial support pertaining via calls, mail, and in-person.
• Aids with reference procedures for filling pro se probate prior to directing them to Probate Judge.
• Screen, review, and provide customer needs with needed documents to start the probate process. Receives and reviews applications for appropriate attachments and signatures before documents are reviewed and signed by the Probate Judge.
• Create files for approved probates and assign numbers for the current probate number system.
• Indexing and scanning information in the Triadic system for permanent records keeping. Mail out appropriate signed documents.
• Perform cashier functions receiving monies and preparing receipts.
• Filing updated documents and maintaining related files.
• Abide by all Probate Court rules, requirements and restrictions.
• Provide monthly scanned copies to Sixth Judicial District Court of all probate activity.
• Assist the Court Elected Official, the Probate Judge, in her duties including but not limited to composing correspondence, and documents for the Judge’s signature.
• Attending the annual probate conference
• Assure all changes to probate processes are adhered to.
• Perform any other duties as assigned.

Works under the direction of the Chief Deputy Clerk and County Clerk.

Supervises no one.

Minimum Qualification Standards

Must have 1-2 years of experience in an office, secretarial, and/or administrative role, preferably in a public sector or similar organizational setting.

Knowledge of voter registration and/or election management systems is a plus

Prior experience processing passport applications along with proof of U.S. Citizenship, marriage licenses, and/or probate processes is a plus.

The skill to read, analyze and interpret general business periodicals, professional journals, technical procedures, and governmental regulations. The skill to write reports and business correspondence. The skill to logically and effectively present information both orally and in writing and respond to questions from groups of managers, clients, customers, the County Commission and the public. Bilingual preferred but not required.

Knowledge of applicable Federal, State, County and municipal laws, codes, ordinances, rules and regulations pertaining to data management. Knowledge of office practices and procedures and enforcement thereof. Must have knowledge of standard computer software such as Microsoft excel and Microsoft word, mainframe applications; multi-functional copy equipment, scanners, printers, microfilm reader/printer; multiline telephone and fax equipment. Preferred knowledge of…