COURT CLERK I  - VITAL RECORDS DIVISION

General Summary

Under the supervision of the County Clerk and direction of Chief Deputy County Clerk: receives, processes and records documents; process· Births (Electronic), Deaths (EDRS), Marriage License applications, Oaths and preparation; Use of MICJIN, QVF Refresh, under required security agreements. Receives, reviews and processes Concealed Pistol Licenses, use of dedicated MSP portal. Create receipts for felony fine payments into Point of Sale system; Assists customers at the counter, by telephone, and provide instructions for email services and payments. Provide all services relating to Notary Public applications, Assumed name applications, Oaths, and instructions. Provide certified copies of documents, i.e. marriage, death, and birth records, safeguarding required confidentiality requirements. Balances cash daily and processes correspondence. Provide customer service for genealogy research.

Essential Functions

1. Ability to provide customer service with a professional attitude; provide counter assistance, issuing copies of vital records such a birth, marriage, and death certificates, DD-214, Peddler Permits, Concealed Pistol Permits. Explain the procedures of the Clerk's office, laws and confidentiality (where applicable) of each type of record.
2. Answers telephone calls and email inquiries to the Clerk's office. Responds to said inquires related to the processing of vital records and other functions of the office. Directs other callers to proper office or individual for assistance.
3. Prepares and processes various documents such as Concealed Pistol License applications, Assumed Names, check for proper documentation, prepare final document or record and proofread the same. Responds to related inquiries at the counter and by telephone.
4. Initiates appropriate correspondence to inquiries after researching all relevant records.
5. Issuance of Marriage Licenses by checking residency, reviewing affidavit/application for completeness, accepting photo identification for applicants, receipt fees, preparation of Marriage License and proofreading final License. Maintain a record of Marriage License and Waivers and provide data as requested.
6. Process vital records by reviewing for completeness, assigning numbers, making copies, indexing, and filing.
7. Index information on such items as Assumed names, Concealed Pistol License, Notary Commissions, Dissolutions, Marriage licenses, death certificates, birth records and DD-214 forms.
8. Receives payments for Circuit Court adult probationers, issues receipts, and posts transactions. Coordinates payment plans for Defendants as needed, including acquiring financial information.
9. Counts and balances cash drawer each day. Maintains petty cash.
10. Process Notary Public bonds for filing, reviews monthly report, and prepares quarterly reports to the Office of the Great Seal.
11. Provides list of Marriage Licenses issued and filed to local newspaper(s).
12. Performs a variety of other support tasks such as coordination of receipt and filing of death records with funeral directors, preparation of forms and other documents, preparing certified copies of records, assisting with mailings, and processing of daily incoming mail, and other support tasks. 
13. Upon request of County Clerk or Chief Deputy County Clerk work in the Circuit Court Clerk office to provide assistance with telephone services, filing, copies or other assistance as needed. 
14. Ability to understand and adhere to mandatory confidentiality requirements.

Employment Qualifications

Education:  High school graduation, or equivalent experience. 

Experience:  Some prior clerical experience including experience with window-based computer programs.   

Qualifications:

Knowledge in general office procedures and protocols

Knowledge in MiCJIN, uploading and approval of Concealed Pistol Licenses.

Skills needed in Microsoft Office, Excel and word.

Ability to review and file birth records in VERA.

Ability to complete IN home birth certificates.

Ability to review and file death certificates in EDRS.

Ability to communicate professionally and effectively with customers in person, through email, and over the phone.

Other Requirements: