Description**Applications are accepted until there are sufficient numbers of qualified applications or qualified candidate has been identified. The position could possibly close at any time.***Under the supervision of the County Clerk and direct supervision of the Chief Deputy Clerk, receives, processes and records documents of births, deaths, marriages and other records processed by the Office of the County Clerk. Assists customers at the counter, by telephone and email, by responding to inquires related to all records of the Clerk's Office. Processes complex requests for information and documents which require researching county records, files of the Clerk's Office and the law.Essential Functions1. Processes requests for information, certificates and documentation relating to the many vital records that the County Clerk is the custodian of. These files include, but are not limited to, birth certificates, death certificates, marriage licenses, concealed weapons license applications, Assumed Name and Co-Partnership Certificates, Military Discharge records, County Contracts, Campaign Finance Reports, and more. Searches files of the Clerk's Office and other county offices or law to obtain needed information.2. Provides counter assistance in issuing certified copies of vital records listed previously and explaining the procedures of the Clerk's Office to customers. Fulfills requests for certified copies of vital records listed previously that are made with the Clerk's office through mail, fax, email and other means of transmission.3. Answers calls, emails, faxes, and written requests to the Clerk's Office and responds to inquiries related to the processing of vital records and other functions of the office. Possess functional knowledge of the operations of multiple other County Departments to facilitate directing callers to the proper office or individual.4. Receives, analyzes for errors and if applicable, processes various documents relating to the processing of concealed weapon license applications, for proper documentation and completeness. These include new applications, renewal applications, and emergency applications. Assist customers with completing the Concealed Pistol License application process by taking and submitting fingerprints to the Michigan State Police. Typing and responding to related inquiries at the counter via other forms of communication. Review Personal Protection Orders and the NICS database and compare against registry of Concealed Pistol License holders throughout the State of Michigan. Process notices of disqualification, suspension, and revocation for existing Concealed Pistol License holders. Process name changes and issue replacement Concealed Pistol License cards. Send Concealed Pistol License renewal letters to those that qualify on a regular basis.5. Issues marriage licenses by checking residency, reviewing application for completeness, accepting and receipting fees and preparing marriage licenses. Keeps track of marriage licenses and waivers and provides necessary data to the State of Michigan or other agencies as directed by law or by the County Clerk. Processes marriage license requests for out-of-state residents seeking to get married in Ingham County. Schedules wedding ceremonies within the Clerk's availability. Notifies customers of incomplete or incorrect marriage licenses that will require a court order to correct and process and track ex parte orders to correct those licenses.6. Accepts, reviews for acceptable filing and processes Notary applications and surety bonds. Provide Notarization services for county residents and non-county residents on a variety of documents provided by the customer. Issue Notarial Certificates for customers.7. Accepts, reviews, and files military discharge paperwork (DD-214s), and issues certified copies as necessary and by request. Accepts applications for and processes Veteran's Identification cards and Veteran's Peddler's licenses.8. Receives, analyzes for proper information, and processes birth certificates by reviewing for completeness, assigning numbers making copies and filing. Creates and files birth records for those births that occur outside of a hospital environment. Must work with hospitals to ensure the accurate and complete finalization of birth records to be placed on file. Must act as liaison with State of Michigan Office of Vital Records to recreate and/or reissue replacement birth records from legacy-formatted records. Processes and flags birth records of missing persons as reported by the State Office of Vital Records, as well as missing persons cancellation notices.9. Receives, analyzes for proper completion, and processes death certificates by reviewing for completeness, assigning file numbers, making copies and filing. Work with Funeral Homes and Crematoriums for accurate completion and submission of death certificates. Requests amended death records from certifying physicians and medical examinators prior to certification and filing.10. Receives, processes and prepares Assumed Name Certificates, enters information from Assumed Name Certificates in the computer. Processes Assumed Name Certificate requests received by mail, fills requests for copies and responds to related requests for services. Processes Co-Partnership requests; enter them in the computer and process certified copy requests via mail, fax, or email. Processes Assumed Name and Co-Partnership Dissolutions, Address Changes, and Irrevocable Consent forms. Sends semi-monthly reminders for those Assumed Name Certificates and Co-Partnerships that are approaching their expiration dates, as required by statute.11. Assists with ballot preparation, including, but not limited to, proofreading and typing. Indexes vital and election records for future access. Enters information on office records in the computer and retrieves information to respond to inquiries. May be asked to assist with other election-related duties, as necessary.12. Receives campaign filings and assists with the review of such documents for errors and omissions. Assists with maintaining campaign filings index and the preparation of notification letters. Receives and files Statements of Organization, Affidavits of Identity, Campaign Finance Reports, campaign finance fines, Precinct Delegate applications, Permanent Absent Voter Ballot Applications, and more. Assists voters and potential voters with registering to vote or updating their registration.13. Receives, processes, and files Oaths of Offices, deputizations, and Revocations of Oaths of Office for various offices.14. Prepares reports for other governmental agencies of records or documents files or applications made with the County Clerk's Office. Processing, filing, retention and providing copies of County Contracts and Purchase Orders. Filing various other public notices, ordinance changes, and other reports from intergovernmental and semi-governmental agencies.15. Scanning and filing physical vital records to electronic media for later ease of review and provision of certified copies.16. Counts and balances till daily. This balancing includes, but is not limited to, cash, checks, debit and credit card transactions.17. Uses a variety of software programs to provide secretarial support including typing, data entry, proofreading, filing, copying, scanning, faxing, processing incoming mail, distributing outgoing mail and other clerical functions.18. Must be familiar with local, state, and federal statutes, as well as constitutional obligations relating to the processing, confidentiality, handling, and retention of vital records including but not limited to the Firearms Laws of Michigan, Assumed Name Certificates, Birth Records, Marriage Licenses, and Death Certificates.19. Uses software programs provide by the State Of Michigan and others to process and handle vital records. These systems include but are not limited to VERA, EDRS, MiCJIN, QVF, and others.20. May be required to assist in training new Deputy Clerks after gaining experience in the position.Other Functions:
Performs other duties as assigned.
Must adhere to confidentiality standards applicable to trial courts
During a public health emergency, the employee may be required to perform duties similar to but not limited to those in their job description
Must adhere to departmental standards in regard to confidentiality and other privacy issues.
Ability to meet deadlines in a timely manner, change focus on projects as needed and multitask.
Dependable and regular attendance required.
Ability to handle stressful situations on an occasional basis
Ability to maintain excellent customer service during stressful situations.
The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.Employment QualificationsEducation: A minimum of a Bachelor's Degree is required. Prefer some experience related to processing of vital records, data processing and related areas.Experience: A minimum of two years' experience as a Deputy Clerk or equivalent experience.Other Requirements: Must be able to be commissioned and serve as a Notary Public. Employer would be responsible for cost of acquiring commission, including the surety bond fee.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.Requirements and Working ConditionsWorking Conditions: * This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions.Physical Requirements:
This position requires the ability to sit, stand, walk, twist, bend, stoop/crouch, squat, kneel, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
This position's physical requirements require periodic stamina in twisting, bending, stooping,/crouching, squatting, kneeling, lifting, carrying, pushing, pulling, grasping, handling and pinching.
This position's physical requirements require regular stamina in sitting, standing, typing and enduring repetitive movements of the wrists, hands or fingers.
This position performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above.
This position primarily requires close visual acuity to perform tasks within arm's reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, etc.
This position requires the ability to communicate and respond to inquiries both in person and over the phone.
This position requires the ability to operate a PC/laptop and to enter & retrieve information from a computer.
This position requires the ability to handle varying and often high levels of stress.
(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)December 2021 / UAW GThis position is benefited and is subject to the UAW GROUP CBA.Ingham County offers a wide range of benefits to support you in your career. View the for more information.The current group contract can be viewed
