County Service Specialist Senior - Clerk

Job Title

County of Luna Clerk

Job Description

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

Essential Duties & Responsibilities: 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.

Probate Duties:

1. Provides initial support pertaining via calls, mail, and in-person.
2. Aids with reference procedures for filling pro se probate prior to directing them to Probate Judge.
3. 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.
4. Create files for approved probates and assign numbers for the current probate number system.
5. Indexing and scanning information in the Triadic system for permanent records keeping. Mail out appropriate signed documents.
6. Perform cashier functions receiving monies and preparing receipts.
7. Filing updated documents and maintaining related files.
8. Abide by all Probate Court rules, requirements and restrictions.
9. Provide monthly scanned copies to Sixth Judicial District Court of all probate activity.
10. 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.
11. Attending the annual probate conference
12. Assure all changes to probate processes are adhered to.
13. Perform any other duties as assigned.

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

Supervisory Responsibilities: Supervises no one.

Typical Qualifications

Minimum Qualification Standards:

Education, Certification, & Experience:

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.

Supplemental Information

Language Skills:

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:

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 property records, legal documents; Public Records Act and excellent language skills.

Ability:

Able to read, copy, transfer and file information with high accuracy and clarity. Ability to work as a team player and be willing to deliver superior customer service to both internal and external customers. Ability to attend training or work-related training or seminars that may require out-of-town travel and irregular hours. Able to comprehend, read, write and communicate in English. Able to receive and convey telephone and oral messages to other personnel and be courteous to the public. Able to maintain confidentiality and refrain from discussion, disclosure or personal use of any information as required by statutory requirements and County policies. Abstaining from offering opinions that may be construed as legal advice. Ability to sort, alphabetize, file and/or distribute written material. Ability to enter or record information quickly and maintain concentration, speed and accuracy with frequent interruptions. Ensures compliance with applicable safety regulations and administrative policies.

Physical Demands:

Must be able to operate a variety of standard office equipment which includes a computer, calculator, multi-line telephone, postage machine, fax machine and copier. Employee is frequently required to sit, speak and hear and use hands to finger, handle, or feel objects, tools or controls. During work and training, the employee may be required to stoop, kneel, crouch, crawl, reach with hands and arms, climb and balance. May be required to lift 30 pounds manually, climb stairs and stand or sit for protracted periods of time. Vision requirements include the ability to read routine and complex documents and use a computer. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus.

Work Environment:

Work is mostly performed under typical office conditions; the noise level in the work environment is quiet in the office with some background noise, depending on the activity in the office. Work is subject to frequent fluctuations and includes customer interaction and can be stressful.