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INTERNAL UNION APPLICANTS WILL BE GIVEN FIRST CONSIDERATION
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DATE:11/10/20
STATUS:Regular, Full Time
SALARY RANGE:$34,277.36 to $43,791.28
TITLE:RECORD MANAGEMENT SPECIALIST I / II
GRADE:15/16
LOCATION:200 N. Main St.
UNION AFFILIATION:AFSCME 2733 Unit B
 
JOB SUMMARY
Under the supervision of a higher classified employee, performs a variety of record management tasks, which require an understanding of certain state and federal statutes, litigation, and departmental operations.
EXAMPLES OF DUTIES
Essential Duties:

  • Records, maintains and retrieves legal documents, land and vital records as mandated by state and federal statutes for the office of County Clerk/Register of Deeds.
  • Regularly provides prompt, accurate, and polite assistance to the public. Answers inquiries by telephone, mail, email, and at the counter regarding records of the assigned division, payments, departmental procedures, and how to successfully transact business with the assigned division.
  • Creates certified copies of vital and land records depending on the area assigned.
  • Reviews identification materials for accuracy and validity prior to issuing protected records or further identification, depending on assigned division.
  • Operates complex document management software to maintain records & issue certified copies
  • Reviews, validates & indexes original documents presented by courts, financial institutions, attorneys, commercial businesses, state and federal government agencies, hospitals, funeral homes and general public, depending on the area assigned.
  • Calculates and collects fees for records and services. Compiles amounts for monthly reports.
  • Balances, reconciles and transmits daily receipts for division using financial reporting software.
  • Responsible for receiving and processing receipts of funds in large amounts, occasionally in cash.
  • Performs data entry and file maintenance as assigned.
  • May take and transcribe minutes of meetings and distribute to state and local government officials.
  • Notarizes and authenticates legal documents.
  • Administers oath of office to public officials and other oaths as required by statute.
  • Operates manual and electronic office machines.
  • Assists on-line customers performing searches for recorded documents and vital records, including how to efficiently find results, displaying & ordering found documents and with resetting user IDs and passwords.
  • Assists and serves as support to Technical and Team Lead positions.
  • The above statements are intended to describe the general nature and level of work being performed by employees assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
EMPLOYMENT QUALIFICATIONS
Knowledge, Skills, and Abilities:

  • Understands or can rapidly devlop an understanding of policies, procedures, regulations and laws related to the Clerk/Register's office and specific work area assigned.
  • Demonstrate discretion in working with confidential information.
  • Applies principles of work organization, coordination, prioritization, and team work.
  • Understands or can rapidly develop understanding of payment handling procedures.
  • Communicates effectively and clearly in both oral and written English.
  • Applies basic record-keeping principles and practices.
  • Ability to use computer software related to the work, including but not limited to specialized document management systems, financial reporting, word processing, and email.
  • Prioritize & work in a busy office with competing customer service demands, meeting critical deadlines, and following up on work with minimal supervision.
  • Uses sound, independent judgment, tact, discretion, and initiative within established policy and procedural guidelines.
  • Works cooperatively in a team setting: establishing and maintaining effective working relationships, demonstrating positive communication, prioritizing work for timely completion, and balancing of leave time with team members.
  • Provides quality customer service under varied and stressful circumstances, including effectively handling difficult customer situations.
  • Proficiently operates standard office equipment (computer, calculator, printers, copiers and related software applications) with sufficient speed and accuracy to perform the required work.
LICENSES/CERTIFICATIONS
Specified positions may require possession of a valid Michigan driver's license.
PHYSICAL DEMANDS
Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer, vision to read printed materials and a computer screen, and hearing and speech sufficient to communicate in person or over the telephone. Must be able to lift between 20 and 50 pounds.
These requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
EDUCATION
Level I Grade 15: Possession of a high school diploma or its equivalent, with some courses in typing and record keeping. Level II Grade 16: Associates degree or equivalent.
EXPERIENCE
LEVEL I - Grade 15: A minimum of one (1) year of clerical experience in a professional office setting. Prior to applying, applicants must pass the clerical exam on the 23rd percentile and successfully complete the data entry test (38 fields without error).
LEVEL II - Grade 16: Employee may advance to LEVEL II after two (2) years at LEVEL I with satisfactory job performance and demonstrated proficiency in the position, including the ability to perform all tasks as assigned with reliability and accuracy, provide superior customer service using sound independent judgment, tact and discretion, and demonstrate ability to work well as a member of a team.
NOTE: Clerical and data entry test scores must be updated every two (2) years.
This class description intends to identify the major duties and requirements of the job and should not be interpreted as all-inclusive. Incumbents may be requested to perform job-related duties other than those outlined above and may be required to have specific job-related knowledge for successful job performance.

FILING DEADLINE: 12/3/20

CONTROL NUMBER: 2011-1700-1753-0001

AN EQUAL OPPORTUNITY EMPLOYER

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