Probate Clerk Job Dothan area,Alabama USA,Administrative/Clerical

Performs clerical tasks in the assigned area of the Probate Department, which involves answering questions, examining documents and issuing tags and licenses. Incumbents may perform primary tasks associated with issuing vehicle tags, driving licenses, game and fishing licenses, marriage licenses, etc., recording and maintaining records, such as real estate transactions, wills, guardian ships, mortgages, and etc. Individuals assure that proper documentation is received, and calculate taxes and fees prior to accepting documents or issuing licenses.

Individuals are required to maintain and balance a cash drawer. Assist the public in locating documents and making copies of documents.

Examines documents, issues licenses and permits, and collects associated fees and taxes

Examines documentation required for issuing licenses and permits for business privilege licenses, game and fishing licenses, marriage licenses, Notary Public licenses, driving permits, non-driver identification cards, using computer and manual systems.

Informs the public if there are deficiencies in documents presented and assists them in understanding how to correct deficiencies.

Collects fees and taxes associated with the issuance of the license/permit, and balances collections in accordance with established procedures.

Boat renewals, transfers, replacements and duplicates.

Records and maintains records of events and transactions using optical scanning equipment

Codes and scans instruments and documents, including verification of image, re‑scanning, and updating data, if necessary.

Maintains and updates all computerized database files by scanning and indexing.

Retrieves books for historical data and adds to indexing and imaging file.

Assists the public as needed in utilizing the computer and other resources to obtain records.

Records all marriages and sends copy of license to the State Bureau of Vital Statistics.

Collects filing fees and any taxes due for deeds, mortgages, etc., issues receipts as needed, balances collections in accordance with established procedures, balances docket and money, verifies funds, and makes bank deposits.

Issues motor vehicle tags and titles when proper documentation is presented and required payments are made

Assess vehicle; verify description and identification number, including mileage if out of state title is needed. If vehicle is from out of state, input initial data, verify from out of state title and visually inspect.

Examines existing title, title application, bills of sale, and other documentation regarding the request for issuing a tag to assure that all documents are correct process and verify all title reports and issue check to Alabama Department of Revenue.

Process requests for mailing tags and/or decals by keying in information, verifying receipt of proper amount of money, and mailing tag and/or decals to citizens.

Answer questions, inform citizens of how deficiencies can be corrected.

Fill tag bins with proper tags.

Scans a variety of documents.

Understand state policies and laws making sure the registrant met state regulations.

Verify liability insurance utilizing the system (OIVS) when issuing or renewing vehicle registrations. Collect fines for the state from the registrants not having valid insurance.

Educate the public on MLI suspensions, reinstatements, and registration violations and penalties, and revoked status and collection of fines.

Knowledge of ad valorem tax based on tax district in which located and class of vehicle and if the vehicle will be used commercial or personal. Issue distinctive plates and assure we have the special documents required and issue correct exemption.

Knowledge of title and leased vehicle transfers, name changes, valid documents needed to obtain a title from a deceased owner. Knowledge of documents required for tax credits to be able to issue the credits.

Being detail oriented and maintaining a positive and professional demeanor.

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of basic mathematics sufficient to operate cash drawer and make calculations.

Knowledge of modern office practices, procedures and equipment.

Knowledge of basic filing systems and coding methods, including…