Deputy County Clerk - Vital Records
Deputy County Clerk - Vital Records
Description :
BARRY COUNTY
DEPUTY COUNTY CLERK/VITAL RECORDS
General Summary
Under the supervision of the County Clerk, receives, prepares, indexes, and mails legal documents such as vital records, passport applications, gun permits, and others. Assists the First Deputy County Clerk prepare for all elections held in the County and maintains campaign finance records, petition filings, and voter registration information. Provides information as requested concerning the functions and processes of the County Clerk's Office.
Essential Functions
1. Receives marriage applications, prepares marriage licenses, and indexes by bride and groom in the computer. Receives birth and death certificates and indexes them in the computer. Prepares certified copies of all vital records, including death certificates, birth certificates, and marriage licenses. Maintains computer image file of all current and historical vital records. Submits vital records and related reports to then State of Michigan monthly.
2. Receives and processes passport applications. Verifies the identity of the applicant and the accuracy of all passport information. Submits all applications, photographs, identification papers, and fees to the national passport agency.
3. Receives payments for vital records, balances cash account weekly, and prepares transmittal advise and cash deposit for the Treasurer’s Office. Prepares monthly and yearly reports. Keeps records and balances petty cash.
4. Receives notary applications and forwards completed applications to the Secretary of State’s office and notifies and swears in applicants when
applications are returned. Prepares and sends quarterly reports of all notaries to the Secretary of State. Prepares oaths of office documents for various commissioned offices and swears in members.
5. Answers telephone calls to the Clerk’s office and responds to inquiries related to the processing of vital records and other functions of the office. Directs other callers to proper office or individual.
6. Processes co-partnerships, and assumed name business records. Maintains cross index of business names and owners, updating on a monthly basis. Maintains record of of expiration dates, notifying businesses shortly before expiration date.
7. Processes concealed weapons permits, including issuing permit applications, forwarding a copy to the Michigan State police, and maintaining a copy at the County level. Prepares minutes of Concealed Weapons Board meetings and distributes them to the Michigan State Police, Prosecuting Attorney, and Sheriff.
8. Maintains voter registrations and keeps current on election procedures and law changes. Assists the Clerk in scheduling and conducting training seminars for election workers. Assists in the preparation for all elections held in the County. Prepares all computer programs needed for election results.
9. Assists the First Deputy County Clerk with conducting elections including proofing and ordering ballots, training election workers, advising local units of government and schools on elections, supervising the counting of ballots and delivering to the Canvassing Board for certification, reporting to the State Elections office, and performing other elections functions of the office.
10. Assists candidates comply with disclosure requirements of the Michigan Campaign Finance Act by explaining the requirements of the act and providing the necessary forms.
11. Receives voter registrations from various sources such as township offices, state agencies, military discharge centers, and homeless shelters. Updates and maintains information in the Qualified Voter File and up loads the file to the Michigan Department of State on a regular basis.
12. Assists with circuit court filings and answers questions from attorneys and the public regarding cases and court procedures.
13. Assists individuals conducting genealogy research and prepares copies of documents requested personally and by mail.
14. May assist in the jury process in the absence of the Jury Coordinator.
Other Functions
15. None listed.
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.
Employment Qualifications
Education: High school graduation or equivalent.
Experience: One year of clerical experience including some data processing experience.
Other Requirements:
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 [This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements]:
Ability to lift and carry files and records weighing up
to 15 lbs.
Ability to enter and access information from a computer.
Standing for prolonged periods to assist customers at the counter.
Working Conditions:
Works in office conditions.
Contact :
Please send resumes, application and cover letters to:
Pamela Palmer, County Clerk
220 W. State Street
Hastings, Michigan 49058
Deadline for Applying : Open until filled
Deadline for Applying : Open until filled