Miscellaneous Temp - Clerical Specialist - Vital Records (Health Services)

Position Summary

Works under general supervision to perform a variety of entry-level clerical/administrative duties that may require the use of limited independent judgment and skill in processing, communicating, creating, and/or maintaining various records, files, and information regarding specific departmental functions. Prefer Spanish speaker

Pay Grade: 41

Salary Commensurate with Experience and Education

Minimum Qualifications

• Two (2) years of experience in appropriate clerical, bookkeeping, data processing, or statistical work; and a high school diploma or possess a GED; OR

• One (1) year of appropriate clerical, bookkeeping, data processing, or statistical work; and one (1) year of college study (30 semester hours or 36 quarters) from an accredited college or university.

• Bilingual with the ability to speak and write fluently in English and Spanish is preferred.

• PROOF OF EDUCATION, TRAINING, AND/OR EXPERIENCE IS REQUIRED.

Duties and Responsibilities

• Processes, enters, and maintains vital records data, applications, registrations, permits, licenses, and related documents in accordance with established procedures.

• Greets customers and responds to inquiries by telephone or in person regarding departmental services, policies, procedures, and records requests.

• Reviews, verifies, and processes records, reports, and documents for accuracy, completeness, and compliance with applicable requirements.

• Collects, processes, and records fees for department-specific services, including maintaining and balancing the cash drawer when applicable.

• Issues or mails authorized vital records documents and related materials as required.

• Prepares correspondence, memoranda, reports, and other clerical documents for review and approval.

• Maintains files, control records, and standard reports using data from various sources.

• Operates office equipment and assists other clerical staff in completing daily work assignments.

• Performs other related duties as required or directed.

KSAs

• Knowledge of modern office practices, procedures, and equipment; skilled at operating office equipment.

• Knowledge of Business English and math.

• Knowledge of basic cash-handling procedures and recordkeeping practices.

• Ability to communicate effectively with diverse populations, including individuals with limited English proficiency.

• Ability to plan, organize, and maintain an even flow of work.

• Ability to express ideas clearly, concisely, and effectively, verbally and in writing.

• Ability to resolve problematic situations.

• Proficient in Microsoft Office (Word and Excel) and County application software.

Special Requirements

• Must possess strong customer service and interpersonal communication skills.

• May be required to handle and process cash payments.

• Must be able to work at multiple locations as required.

• Work may require attendance at meetings and activities on weekends and/or after regular business hours.

• Bilingual with the ability to speak and write fluently in English and Spanish preferred.

Disclaimer

This position is subject to a background check for any convictions that have a substantial relationship to potential job duties. Only convictions that are substantially related to potential job duties will be considered and will not automatically disqualify the candidate.

Shelby County Resident Disclaimer

All employees hired after September 1, 1986, must be residents of Shelby County and shall continue to reside in the County as a condition of their employment. The residency requirement shall not apply to certain public safety/civil service employees. This means exemption from this policy is in effect for the following departments and positions: (1) Sheriff Deputy Patrol Officers, Deputy Jailers and Dispatchers, employed by the Sheriff Department, (2) Correction Officers employed by the Division of Corrections, (3) Firefighters, Paramedics and Dispatchers employed by the Shelby County Fire Department. The residency exemption for public safety/civil service employees does not include Appointed positions with the Sheriff’s Office, Division of Corrections, or the Fire Department.