Vital Records/Lien Specialist

Pennington-County,-Sd; Rapid City (SD); On-site; USD 19,000 - 25,000; Full time

Job summary

Pennington County, SD is seeking a records clerk to process birth, marriage and death certificate applications, issue marriage licenses, and explain eligibility for certified copies. You will handle sensitive records with confidentiality and follow state laws.

The role requires High School diploma, 1–2 years of customer service, and the ability to work independently with accuracy, cash handling, and proficient computer use.

Qualifications

• High School Diploma or GED certificate.
• 1 to 2 years of customer service experience.
• Must be computer literate to retrieve information.
• Must be able to comprehend written and verbal instructions.
• Ability to work independently making logical decisions with self-motivation to assist.

Responsibilities

• Processes birth, marriage and death certificate applications.
• Issues marriage licenses for the State of South Dakota.
• Communicates laws, policies, and procedures that determine who may or may not purchase certified copies of vital records.
• Files and processes all liens for Pennington County, the State of South Dakota, IRS, US Attorney’s Office and related items.
• Reconciles cash drawer on a daily basis.
• Receives Fictitious Business Names applications and registers them into state system.
• Creates burial permits for funeral homes.
• Interprets and enters grantor/grantee information for research purposes.
• Prepares daily document download to flash drives for title companies.
• Audits documents entered versus documents scanned for accuracy.
• Responsible for record submission to the State Records Management office for microfilming for permanent record.
• Scans and enters information from plats submitted for recording.
• Ensures confidentiality and prevents fraudulent use of the closed records.

Skills

Customer service

Computer literacy

Verbal communication

Independent worker

Education

High School diploma or GED

Tools

Calculator

Copy machine

Printer

Job description

Position Objective:

Processes Vital Records applications according to law, resolution, or direction of the Register of Deeds. Performs clerical duties and provides assistance to the general public and other various entities. Follows current SD Codified Laws as they pertain to this office.

Essential Functions:

• Processes birth, marriage and death certificate applications
• Issues marriage licenses for the State of South Dakota
• Communicates the laws, policies, and procedures that determine who may or may not purchase certified copies of vital records and/or explain how to lawfully register and correct/amend these records
• Files and processes all liens for Pennington County, the State of South Dakota, IRS, US Attorney’s Office and related items
• Reconciles cash drawer on a daily basis
• Receives Fictitious Business Names applications and registers them into state system
• Creates burial permits for funeral homes
• Interprets and enters the grantor/grantee information from submitted documents for research purposes
• Prepares daily document download to flash drives for title companies
• Audits documents entered versus documents scanned to ensure all documents for accuracy
• Responsible for record submission to the State Records Management office for microfilming for permanent record
• Scans and enters information from plats submitted for recording.
• Ensures confidentiality and prevents fraudulent use of the closed records contained in this office
• Must be able to accurately receive and account for US dollars collected and dispersed
• Performs duties as assigned by supervisor.
• Maintains compliance with all County policies and procedures.

Education and/or Experience Required:

• High School Diploma or GED Certificate
• 1 to 2 years of customer service experience
• Must be computer literate to retrieve information
• Must be able to comprehend written and verbal instructions
• Ability to work independently making logical decisions with self-motivation to assist

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards
• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards

• This position frequently remains stationary for long periods of time and needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operates a computer and other office productivity machinery such as a calculator, copy machine and printer.
• Must be able to move up to 20 pounds unassisted, and move 40 pounds with assistance.
• Must be able to communicate clearly and effectively on telephone, in-person and in writing.

Working Environment:

• All work is performed indoors in an office where noise and interruptions often occur and cameras monitor transactions
• Professional business atmosphere where accurate accounting of monetary and one of a kind documents are recorded
• Work will include interaction with old books and consequently encountering dust.
• Face to face customer service throughout the day
• Some travel may be required for training and meetings
• Personally liable for all monetary shortages that occur as a result of not collecting sufficient payment from customers