Under the supervision of the County Clerk is responsible for providing administrative support to the Clerks Office in a leader capacity. Responsible for overseeing the vital records position and reviewing documents and legalities pertinent to birth and death certificates, marriage licenses, concealed pistol licenses, and other records. Serves as a Notary Public. Also responsible for recording and distributing the Board of Commissioners meeting minutes.
DUTIES
Provides administrative support, such as maintaining the County Clerks schedule, coordinating meetings, preparing agendas and packets, making travel arrangements, editing and preparing reports, preparing letters, memos, and resolutions on various matters.
Sets up, processes, and maintains a variety of operating files and informs department staff on the status of incidents, the progress of circumstances, and other information.
Performs basic office duties, such as copying, filing, faxing, typing standard documents, preparing, sorting, and distributing mail, and entering data.
Functions a as lead worker and assists with coordinating department activities, such as tracking work, accounts payable and receivables, processing files or applications, relaying communications and information, and providing related support.
Assists in preparing various reports detailing department operations, statistics, and other department or division information by collecting data for the County Clerks annual report to the electorate and the Board of Commissioners.
Takes minutes at day and evening Board of Commissioners meetings and follows up on agenda items. Also takes minutes for various Board of Commissioners sub-committees when requested and other committees that the County Clerk is required to attend. Posts all meetings and minutes as required by law and also to the County website.
Coordinates document preparation and distribution including selecting appropriate forms and formats, composing correspondence, charts, memorandum, and minutes, and editing the work of others.
Responsible for researching legal information that pertains to the responsibilities of the County Clerk and maintains confidentiality. Responsible for maintaining FOIA requests and answers for County departments.
Responsible for preparing all invoices for payment of vendors for the Circuit Court Clerk, Elections, and the County Clerk.
Assists with all aspects of the Vital Records Division. Issues copies and processes vital records such as birth and death certificates, marriage licenses, concealed weapons permits, DBAs, Veteran identification cards, and other records and explains the procedures of the Clerks office. Accepts payments for all requests. Verifies identification or relationship status as needed to process requests.
Files and maintains index of Oaths of Office for elected officials and their staff, by-laws for County Homeowner Associations, and DD-214 forms for Veterans.
Reconciles and verifies information reported to the State of Michigan on Concealed Pistol Licenses and information being reported for online orders.
Processes all Non-Commencements for release of construction liens.
Provides complex customer service to citizens regarding County Clerks programs, policies, and procedures. Communicates with county departments and local municipalities regarding Board of Commissioner policies and resolutions.
Reconciles daily receivables in case of absence.
Performs other duties as directed.
QUALIFICATIONS
High school diploma or GED supplemented by vocational or college-level training in office management or a related field and four years of progressively more responsible experience in administrative support. The County, at its discretion, may consider an alternative combination of formal education and work experience.
Thorough knowledge of the principles and practices of administrative support, office procedures, and records management.
Considerable knowledge of providing administrative support in a clerks office, vital records documents, providing a variety of vital records, DBAs and concealed pistol permits, and maintaining detailed and accurate records in both electronic and non-electronic formats.
Provides administrative support, such as maintaining the County Clerks schedule, coordinating meetings, preparing agendas and packets, making travel arrangements, editing and preparing reports, preparing letters, memos, and resolutions on various matters.
Sets up, processes, and maintains a variety of operating files and informs department staff on the status of incidents, the progress of circumstances, and other information.
Performs basic office duties, such as copying, filing, faxing, typing standard documents, preparing, sorting, and distributing mail, and entering data.
Functions a as lead worker and assists with coordinating department activities, such as tracking work, accounts payable and receivables, processing files or applications, relaying communications and information, and providing related support.
Assists in preparing various reports detailing department operations, statistics, and other department or division information by collecting data for the County Clerks annual report to the electorate and the Board of Commissioners.
Takes minutes at day and evening Board of Commissioners meetings and follows up on agenda items. Also takes minutes for various Board of Commissioners sub-committees when requested and other committees that the County Clerk is required to attend. Posts all meetings and minutes as required by law and also to the County website.
Coordinates document preparation and distribution including selecting appropriate forms and formats, composing correspondence, charts, memorandum, and minutes, and editing the work of others.
Responsible for researching legal information that pertains to the responsibilities of the County Clerk and maintains confidentiality. Responsible for maintaining FOIA requests and answers for County departments.
Responsible for preparing all invoices for payment of vendors for the Circuit Court Clerk, Elections, and the County Clerk.
Assists with all aspects of the Vital Records Division. Issues copies and processes vital records such as birth and death certificates, marriage licenses, concealed weapons permits, DBAs, Veteran identification cards, and other records and explains the procedures of the Clerks office. Accepts payments for all requests. Verifies identification or relationship status as needed to process requests.
Files and maintains index of Oaths of Office for elected officials and their staff, by-laws for County Homeowner Associations, and DD-214 forms for Veterans.
Reconciles and verifies information reported to the State of Michigan on Concealed Pistol Licenses and information being reported for online orders.
Processes all Non-Commencements for release of construction liens.
Provides complex customer service to citizens regarding County Clerks programs, policies, and procedures. Communicates with county departments and local municipalities regarding Board of Commissioner policies and resolutions.
Reconciles daily receivables in case of absence.
Performs other duties as directed.
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