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Senior Vital Records Clerk

Senior Vital Records Clerk

Livingston CountyHowell, MI, USA
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Livingston County was named a 2024 Top Workplace by the Detroit Free Press! Based solely on employee feedback, the Top Workplace title is a badge of honor for the County. With over 700 employees serving within 18 departments, 6 elected offices, and 3 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.

Position Summary :

Under the supervision of the County Clerk and the Office Manager / Deputy Clerk, this position serves as a lead for other vital records clerks and is responsible for the administration and compliance of the more complex statutory processes related to vital records within the County Clerk's Office. This position requires a comprehensive understanding of laws and administrative rules governing vital records in Michigan to ensure transactions comply with state statutes, departmental policies, and security protocols. This position ensures all required vital records are transmitted to the Michigan Department of Health and Human Services (MDHHS) in accordance with state law and department procedures and plays a critical role in compliance with Michigan's Missing Persons laws and regulations. This position assists the Office Manager / Deputy Clerk with staff training and department organization. The Senior Vital Records Clerk is responsible for all essential job functions of a Vital Records Clerk.

Benefits :

  • Retirement plan includes a 401a with up to 8% employer contribution
  • Comprehensive Medical, Pharmacy, Dental & Vision
  • Optional HSA with an employer match
  • Optional Voluntary 457 Deferred Compensation plan
  • Short-term & Long-term disability & Basic Life & AD&D insurance
  • Health & Dependent Flexible Spending Accounts
  • Paid vacation, sick days & 13 Holidays. Unused vacation and sick time rolls over
  • Tuition Reimbursement
  • Up to $500 annual Wellness reimbursement
  • & $100 incentive for completing your annual physical & Health Assessment .
  • Voluntary benefits such as Pet Insurance, Accident, Critical Illness, Hospital & Whole Life policies
  • Employee assistance program
  • Pro-rated based on DOH

Pay Rate Information :

The Senior Vital Records Clerk position is a full-time, non-union position and starting pay is $25.53 / hr . This position is eligible for step pay increases within our Non-Union Grade 6 Wage Scale . Top end of the current wage scale for this position is $32.34 / hr .

Essential Job Functions :

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

  • Serves as a lead and resource for department employees in receiving, indexing, creating, and retrieving documents recorded within the department.
  • Assists the Office Manager / Deputy Clerk with interpreting and applying changes in legislation, administrative rules, and regulatory mandates.
  • Assists the Office Manager / Deputy Clerk with developing, updating, and implementing changes to office procedures, ensuring compliance with current legislative and regulatory requirements.
  • Provides quality assurance / quality control for submitted vital record applications and documents for accuracy, completeness, legal sufficiency, and authenticity.
  • Resolves complex or unusual issues with amending, correcting, or issuing vital records.
  • Assists MDHHS and law enforcement as required by law when missing person notifications are received and monitors notices for status changes.
  • Communicate with state agencies, funeral homes, attorneys, and the public on complex workflow within the department, either in-person, by phone, or email.
  • Assists the Office Manager / Deputy Clerk with the end-of-month process to transmit vital records, data, and documents to MDHHS and other departments as required by law.
  • Assists the Office Manager / Deputy Clerk with training and mentoring team members to ensure accuracy of customer service.
  • Attend conferences, workshops, and seminars as appropriate.
  • Performs all functions of a Vital Records Clerk.
  • Performs all other duties as assigned.
  • Required Knowledge, Skills, Abilities and Minimum Qualifications :

    The requirements listed below represent the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position. Reasonable accommodation may be made to enable individuals with disabilities to perform the job.

    Requirements include the following :

  • Associate's degree and three years of progressively more responsible experience in administrative support, preferably in the field of vital records or records management, including one year in a Vital Records office.
  • The County, at its discretion, may consider an alternative combination of formal education and work experience.
  • Thorough knowledge of the laws and administrative rules governing vital records in Michigan.
  • Knowledge and skill in reviewing documents for accuracy, maintaining accurate records in multiple formats, and researching information related to vital records.
  • Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergencies.
  • Notary Public Certification and Deputized Clerk.
  • Certified Cash Handler.
  • Thorough knowledge of the principles and practices of records management and office procedures.
  • Ability to understand vital record documents, process vital records, DBAs, and concealed pistol permits, and maintain detailed and accurate records in both electronic and nonelectronic formats.
  • Strong proofreading skills.
  • Skill in assembling and analyzing data and preparing accurate reports.
  • Skill in effectively communicating ideas and concepts orally and in writing.
  • Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, and the public.
  • Skill in the use of office equipment and technology, including Microsoft Suite applications, and the ability to learn software applications and databases utilized by the Clerk's Office, as well as troubleshooting minor computer system issues and performing system maintenance.
  • Skill in the use of document imaging software and equipment.
  • Skill in the use of photographic, audio, and video equipment.
  • Physical Demands and Work Environment :

    The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, sit, stoop and kneel, use hands to finger, handle, or feel and reach with hands and arms. The employee must lift or push / pull objects of up to 15 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

    The typical work environment of this job is a business office setting where the noise level is quiet and sometimes moderate.

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