Clerk / Register Technician (Limited Benefited)

Job Description

Operating under the supervision of the Chief Deputy Clerk and Chief Deputy Register, performs a variety of clerical support tasks to process county vital records and performs detailed research and examination of legal documents for conformity to the recording and indexing of deeds. Acts as the Passport Acceptance Agent through the US Department of State. Provides customer service to the public and clerical support to other staff.

This is a part-time, non-benefitted position working 19.5 hours per week out of the County Clerk/ Register of Deeds office located at 12220 Fillmore Street, West Olive, MI, 49460

Essential Job Functions

The essential functions of this position include, but are not limited to, any combination of the following:

• Accepts passport applications. This includes checking for completeness, taking photos, administering the oath, collecting fees, and submitting all necessary documentation to passport agency.
• Receives and responds to customer inquiries regarding program requirements, department policies and procedures, documents, and other functions of the County Clerk/Register’s Office. Provides assistance if needed.
• Processes requests for vital records including death certificates, business licenses, and marriage licenses in person or through the online request system.
• Examines documents presented to determine (1) whether they are originals or certified copies authorized for recording; (2) if they comply with all substantive and procedural requirements for recording; and (3) the amount of any applicable fees and transfer taxes.
• Prepares and types a variety of forms and other legal documentation. Provides clerical support for the County Clerk/Register’s Office.
• Operates image scanning system to scan documents into a database. Indexes scanned records.
• Processes Concealed Pistol License permits and collects application fees.
• Searches older documents and prepares copies of appropriate information.
• Drafts various correspondences, reports, and other documents using word processing software, following established procedures or specific instructions. Compiles processes and submits periodic reports.
• Performs daily balancing of receipts and funds received, operates, and balances the cash register.
• Performs other functions as assigned.

Required Education, Training and Experience

High school diploma or GED required combined with some post-secondary training in business information systems, office management, business law, records management, finance or other commercial field and two years of general office experience in an office position requiring extensive public/customer contact. Or an equivalent combination of education, training, and experience.

Must obtain and maintain certified passport agent training after starting employment.

Additional Requirements and Information

• Good working knowledge of Michigan laws, policies, and procedures regarding processing and issuing of all vital records and conformity to the recording and indexing requirements of Chapter 53 of the Michigan Compiled Laws.
• Good working knowledge of United States Department of State rules and regulations regarding processing and handling of passport applications.
• Fast and accurate keyboarding and mathematical skills.
• Working knowledge of privacy requirements related to court and vital records.
• Computer literacy and knowledge of word processing, spreadsheet, and database management applications.
• Knowledge of document imaging protocols and equipment operation.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent proofreading skills and attention to detail.
• Excellent interpersonal, communication and human relations skills, including excellent customer service skills.
• Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.
• Ability to interact positively and professionally with members of the public, attorneys, officers of the court, local government employees from a wide range of cultural and socio-economic backgrounds and with widely divergent communications skills.

• Must be able to lift up to 35 pounds.
• Must be able to access all areas of the county and court offices.
• Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

Job Description

Operating under the supervision of the Chief Deputy Clerk and Chief Deputy Register, performs a variety of clerical support tasks to process county vital records and performs detailed research and examination of legal documents for conformity to the recording and indexing of deeds. Acts as the Passport Acceptance Agent through the US Department of State. Provides customer service to the public and clerical support to other staff.

This is a part-time, non-benefitted position working 19.5 hours per week out of the County Clerk/ Register of Deeds office located at 12220 Fillmore Street, West Olive, MI, 49460

Essential Job Functions

The essential functions of this position include, but are not limited to, any combination of the following:

• Accepts passport applications. This includes checking for completeness, taking photos, administering the oath, collecting fees, and submitting all necessary documentation to passport agency.
• Receives and responds to customer inquiries regarding program requirements, department policies and procedures, documents, and other functions of the County Clerk/Register’s Office. Provides assistance if needed.
• Processes requests for vital records including death certificates, business licenses, and marriage licenses in person or through the online request system.
• Examines documents presented to determine (1) whether they are originals or certified copies authorized for recording; (2) if they comply with all substantive and procedural requirements for recording; and (3) the amount of any applicable fees and transfer taxes.
• Prepares and types a variety of forms and other legal documentation. Provides clerical support for the County Clerk/Register’s Office.
• Operates image scanning system to scan documents into a database. Indexes scanned records.
• Processes Concealed Pistol License permits and collects application fees.
• Searches older documents and prepares copies of appropriate information.
• Drafts various correspondences, reports, and other documents using word processing software, following established procedures or specific instructions. Compiles processes and submits periodic reports.
• Performs daily balancing of receipts and funds received, operates, and balances the cash register.
• Performs other functions as assigned.

Required Education, Training and Experience

High school diploma or GED required combined with some post-secondary training in business information systems, office management, business law, records management, finance or other commercial field and two years of general office experience in an office position requiring extensive public/customer contact. Or an equivalent combination of education, training, and experience.

Must obtain and maintain certified passport agent training after starting employment.

Additional Requirements and Information

• Good working knowledge of Michigan laws, policies, and procedures regarding processing and issuing of all vital records and conformity to the recording and indexing requirements of Chapter 53 of the Michigan Compiled Laws.
• Good working knowledge of United States Department of State rules and regulations regarding processing and handling of passport applications.
• Fast and accurate keyboarding and mathematical skills.
• Working knowledge of privacy requirements related to court and vital records.
• Computer literacy and knowledge of word processing, spreadsheet, and database management applications.
• Knowledge of document imaging protocols and equipment operation.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent proofreading skills and attention to detail.
• Excellent interpersonal, communication and human relations skills, including excellent customer service skills.
• Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.
• Ability to interact positively and professionally with members of the public, attorneys, officers of the court, local government employees from a wide range of cultural and socio-economic backgrounds and with widely divergent communications skills.

• Must be able to lift up to 35 pounds.
• Must be able to access all areas of the county and court offices.
• Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

This position has limited benefits; only those required under law. Employees in this group do not receive benefits such as holiday pay, vacation, insurance (medical, dental, vision, life), bereavement, or any other benefit unless required by law.

The current Limited Benefit Group manual can be viewed here.

Click here to view the pay rates for Limited Benefit Group positions.