Official Records Clerk I

Hernando Constitutionals; Brooksville (FL); On-site; USD 32,000 - 45,000; Full time

Job summary

Hernando Constitutionals seeks a detail-oriented Clerk to support Official Records processing, docketing, and customer service. You will verify documents, enter indexing data, handle marriage license processing, and assist at counters.

Strong computer skills, typing 45 wpm, and the ability to communicate clearly are essential. Join a county office with routine deadlines and a focus on accuracy.

Qualifications

• High school diploma or equivalent required.
• Experience in related field preferred.
• Ability to communicate effectively and follow procedures.

Responsibilities

• Review legal documents for recording and verify information.
• Record and scan documents into Official Records; return to customers.
• Input indexing data from documents into computer systems.
• Verify daily recording index accuracy and make corrections.
• Prepare Clerk Certificates and various forms on request.
• Process Marriage License applications and schedule ceremonies.
• Process passport applications and prepare transmittals as needed.
• Assist public at counter and on the phone with professional conduct.

Skills

Oral and written communication

Office procedures

Public interaction

Computer proficiency

Typing 45 wpm

Interpreting instructions

Education

High school diploma or equivalent

Tools

Personal computer

Telephone

Copy machine

Document scanner

Job description

Clerical work relating to the processing of legal documents received for recording as Official Records; enter indexing information for documents recorded into computer; verify accuracy of daily recording index; process Marriage Licenses; perform marriage ceremonies; and process Passport applications.

1. Review legal documents for recording, ensuring that appropriate information is indicated on the document according to procedure. Smudge seals, verify that documents include return addresses and affix appropriate labels that may include, documentary stamps and intangible tax. Collect appropriate fees and process receipt for monies.
2. Record and scan documents into the Official Records Books of Hernando County. Return documents to customers by mail or in person after the recording process has been completed.
3. Input pertinent indexing information from images of legal documents received for recording in computer.
4. Verify accuracy of daily recording index and scanned images, and make necessary corrections.
5. Prepare and certify copies.
6. Prepare Clerk Certificates and various forms upon request from the public.
7. Meet productivity standards/expectations.
8. Process Marriage License applications as needed.
9. Schedule and perform marriage ceremonies as needed. Prepare special marriage certificates; prepare vital statistics report and transmit electronically to the State Bureau of Vital Statistics.
10. Process passport applications and prepare passport transmittals as needed.
11. Compose correspondence to the public, attorneys, title companies, etc.
12. Provide guidance to customers on conducting land and court record searches, as needed.
13. Assist the public at the counter and over the telephone in a professional and efficient manner, including administering oaths, and witnessing and sealing signatures, when backup coverage at the Customer Service Center is necessary due to being short-staffed.
14. As applicable, ensure that monies received are secured at all times; receive and validate monies paid to the Official Records Division; balance cash and checks to cash register total and complete summary report daily; and prepare daily checkout sheets for the Financial Services Department.
15. Regular attendance and punctuality.

OTHER JOB DUTIES

Perform other duties as assigned.

EDUCATION

High school diploma or equivalent.

EXPERIENCE

Experience in related field preferred.

LICENSES/CERTIFICATES

N/A

EQUIPMENT USED

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

• Ability to communicate orally and in writing.
• Knowledge of general office policies and procedures.
• Skill in interacting with the public, co-workers and intra-county office personnel in a professional manner.
• Proficient in operating a computer.
• Type at the rate of 45 wpm.
• Ability to correctly interpret and carry out written and oral instructions.

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 questions in person and over 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.