Customer Service Specialist I

Hernando Constitutionals; Spring Hill (FL); On-site; USD 28,000 - 38,000; Full time

Job summary

Hernando Constitutionals is seeking a capable administrative professional to support customer service and clerical duties related to Official Records, marriage licenses, passport applications, and fee processing in a county clerk setting. The role requires accurate data entry, document preparation, and compliance with laws and procedures, with reliable interaction with the public and county staff.

Proficiency in Microsoft Office and 45 wpm typing is essential, along with flexibility for travel

Qualifications

• High school diploma or equivalent.
• Experience in related fields preferred.
• Proficiency with Microsoft Office and Windows applications.

Responsibilities

• Assist the public at the counter and over the telephone courteously and promptly.
• Receipt payments for fines, costs, and fees for Civil Traffic, Criminal Misdemeanor and Felony cases.
• Review and prepare legal documents for recording, ensuring proper information per procedure.
• Record and scan documents into the Official Records Book of Hernando County.
• Process marriage license applications and perform marriage ceremonies.
• Process passport applications and prepare passport transmittals.
• Input accurate data into the case management software.
• Prepare and certify copies and balance daily receipts.
• Meet productivity standards and run compliance reports for fines and collections.

Skills

Communication skills

Typing 45 wpm

Customer service

Microsoft Office

Education

High school diploma or equivalent

Tools

Case management software

Windows applications

Document scanner

Job description

Customer service/clerical work relating to the processing of legal documents received for recording as Official Records; processing applications for Marriage Licences; performing marriage ceremonies; processing Passport applications; receipt payments for recording fees and for fines, costs, and fees for various court cases; and updating court records in case management software program. Responsible for coordinating collection of overdue fines, costs and fees imposed on defendants in criminal and traffic cases and working with Clerk collection agency regarding collections. Provide accurate information and ensure compliance with laws, regulations and procedures.

1. Assist the public at the counter and over the telephone courteously and promptly.
2. Receipt payments for fines, costs, and fees for Civil Traffic, Criminal Misdemeanor and Felony cases.
3. Review and prepare legal documents for recording, ensuring that appropriate information is on the document according to procedure. Record and scan documents into the Official Records Book of Hernando County. Collect appropriate fees and process receipt for monies.
4. Process applications for marriage licenses.
5. Perform marriage ceremonies.
6. Process passport applications and prepare passport transmittals as needed.
7. Process customer requests for land and lien record searches.
8. Conduct necessary research to provide accurate information or explanations regarding criminal case files to ensure compliance with laws and regulations.
9. Input accurate data into the case management software program.
10. Prepare and certify copies.
11. Ensure that monies received are secured at all times. Receive and validate monies paid, balance cash and checks to cash register total and complete summary report daily. Prepare daily checkout sheets for the Financial Services Department.
12. Meet productivity standards/expectations as established by statute or policy.
13. Run compliance report for fines due, verify cases and send out late notices on criminal cases.
14. Run compliance report for all compliance types, verify cases, and process D-6 driver’s license suspension and financial suspension.
15. Run compliance report, verify cases, and flag cases for collections.
16. Complete daily status reports from Clerk collection agency.
17. Receipt all collection agency invoices, and balance, run distribution and deposit check.
18. Update case compliance records when partial payments are made.
19. Regular attendance and punctuality.

Other job duties

Perform other duties as assigned.

Education

High school diploma or equivalent.

Experience

Experience in related fields preferred.

Licenses/Certificates

N/A

Equipment used

Personal computer, telephone, copy machine, calculator, document scanner, time stamp machine.

• Ability to communicate orally and in writing.
• Knowledge of general office policies and procedures.
• Proficient in use of Microsoft Office software and Windows applications.
• Skill in interacting with the public, co-workers and intra-county office personnel in a professional manner.
• Type at the rate of 45 wpm.

Essential physical skills

Acceptable eyesight (with or without correction); acceptable hearing (with or without correction); ability to access, input and retrieve information from a personal computer; ability to sit for long periods of time; ability to access file cabinets for filing and retrieval of data; ability to communicate orally in order to answer the telephone; ability to sit at a desk and view a display screen for extended periods of time. Climbing, walking, standing, kneeling, bending, stooping, and lifting up to 50 lbs.

Working conditions

Office environment. Work closely with others. Must have reliable transportation which employee may be required to use if a County vehicle is not available. Flexible hours and travel as required.

Reasonable accommodation will be made for otherwise qualified individuals with a disability.