Deputy County Clerk

Eaton County; Charlotte (MI); On-site; USD 32,000 - 42,000; Full time

Job summary

Eaton County in Michigan seeks a diligent Vital Records Clerk under the County Clerk to oversee receipt, processing, indexing and maintenance of vital records.

The role involves clerking meetings, assisting with marriage licenses, processing vital records, inputting voter registration information, and backing up related staff, with emphasis on accuracy and customer service.

Qualifications

• Must be a high school graduate, or equivalent with some advanced coursework in data processing.
• Four or more years of experience, which provided familiarity with all aspects of the operation of the County Clerk's Office.
• Must have the ability to type accurately.

Responsibilities

• Represents the County Clerk in the official's absence, clerking meetings, preparing Board resolutions, signing documents and performing Clerk duties.
• Serves as senior worker for the vital records clerk, assists with training and answers operational questions.
• Assists callers and walk-in visitors, provides information on all aspects of the County Clerk's Office.
• Processes vital records, indexes records on the computer, verifies accuracy, inputs voter registration information and related tasks.
• Issues marriage licenses, checks residency, reviews applications, accepts fees and prepares licenses.
• Sets up restitution files, applies payments, and assists victims with account inquiries.
• Types and distributes Board agenda, certifies and indexes adopted resolutions, and indexes Board minutes.
• Proofreads birth and death certificates before mailing to the State.
• Performs other functions of the Clerk's Office as assigned.

Skills

Typing accurately

Education

High school diploma or equivalent

Job description

Under the supervision of the County Clerk, oversees and participates in the receipt, processing, indexing and maintaining of vital records. Regularly performs the functions of the Vital Records Clerk. Assists the County Clerk in other functions of the office as assigned and acts for that official in their absence. Backs up other staff such as the Qualified Voter File, campaign finance, and the indexing of vital records.

1. Represents the County Clerk in that official's absence or as otherwise required. Includes clerking meetings of the Board of Commissioners and Committees, preparing Board resolutions, signing documents and performing other functions of the Clerk.
2. Serves as senior worker for thevital records clerk of the Clerk's Office, includes assisting with trainingand assisting with questions regarding operational or procedural matters.
3. Assists telephone callers and walk-in visitors by providing information on all aspects of the County Clerk's Office. Regularly performs allfunctions described for the Vital Records Clerk including processing vital records, indexing records on the computer, verifying the accuracyof records, inputting voter registration information, and all other tasksas necessary.
4. Issues marriage licenses by checking residency, reviewing applications for completeness, accepting and receiptingfees, and preparing marriage licenses. Completes copy of marriage certificateupon return of original, entersincomputer and files. Proof, processes, copies and distributes licenses.
5. Sets up Circuit Court restitution files, applies payments to accounts and orders checks by vouchers to be paid to victims. Responds to inquiries regarding accounts or procedures.
6. Types and distributes Board agenda. Copies minutes into the minute book. Certifies, indexes and distributes adopted resolutions of the Board. Indexes Board minutes.
7. Proofreads birth and death certificates before mailingto the State.
8. Performs other functions of the Office of the County Clerk as assigned by the Clerk.

Other Functions:

1. Backs up other staff such as the QVF, campaign finance, and the indexing of vital records.

This list may not be inclusive of the total scope of job functions to be performed. duties and responsibilities may be added, deleted or modified at any time.

Must be a high school graduate, or equivalent with some advanced coursework in data processing.

Four or more years of experience, which provided familiarity with all aspects of the operation of the County Clerk's Office.

Must have the ability to type accurately.

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

Physical Requirements:

• Ability to enter and access information from a computer.
• Ability to operate a copying machine.
• Ability to access office files.
• Ability to retrieve and move books and indexes weighing up to 20 lbs.

Working Conditions:

• Works in normal office conditions.