Office Manager/Deputy Clerk - County Clerk

Livingston County was named a 2023 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, 5 elected offices, and 5 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, this position is responsible for supervising / overseeing the day-to-day support services for the Vital Records Division of the Clerk's Office.

Oversees the Vital Records Clerks with an emphasis on technological systems for this group. Responsibilities include coordinating, implementing, and maintaining multiple software systems and various technology used within the department, county-wide, and by outside organizations and the public.

Responsible for recording and distributing the Board of Commissioners' meeting minutes. Performs all of the duties of a Vital Records Clerk.

Benefits :

• MERS 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 Office Manager / Deputy Clerk position is a non-union / full-time position and starting pay is $29.98 / hr . This position is eligible for step pay increases within our Non-Union Grade 8 Wage Scale .

Top end of the current wage scale for this position is $37.99 / 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.

• Provides day-to-day oversight of the Vital Records Clerks with an emphasis on monitoring the use of technology, providing troubleshooting assistance, and training for upgrades and changes to processes and procedures.
• Oversees all technological aspects of the Clerk's Vital Records Division, including implementing and maintaining software for credit card processing, FOIA processing, Board agendas and minutes, vital records, concealed pistol licenses, as well as the Vital Records portion of the Clerk's website and online services, and various other new and emerging technologies.
• Provides administrative support to the Clerk, including maintaining the Clerk's schedule, coordinating meetings, entering staff step increases for the Clerk's approval, making travel arrangements, tracking, and submitting travel expenses, editing reports, preparing letters and various forms of written communication.
• Analyzes and develops internal processes and procedures with respect to the daily operations of the Vital Records Division while incorporating efficiencies, internal controls, and best practices.
• Documents internal processes and procedures, and educates and instructs vital records staff, other County staff, and the public as to those processes and procedures.

Maintains the shared County Clerk drive with updated processes and procedures, forms, statutes, and office policies.

• Performs troubleshooting for systems problems and instructs staff and others on the proper use of the system. Provides training to staff and other departments when updates take place to systems.
• Assists in preparing various reports detailing department operations, statistics, and other department or division information by collecting data for the County Clerk's annual report to the electorate and the Board of Commissioners.
• Takes minutes at Board of Commissioners' meetings and assists the Clerk to perform duties required by various departments within resolutions.

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 mandated by law.

Responsible for researching legal information that pertains to the responsibilities of the County Clerk and maintains confidentiality.

Tracks legislative changes that will impact the County Clerk's Vital Records Division.

• Performs all of the duties of a Vital Records Clerk.
• Files and maintains the index of Oaths of Office maintained within the Clerk's Office.
• Monitors the Concealed Pistol License portal and issues suspensions, revocations, and disqualifications of applicants and license holders.

Coordinates all CPL appeals and provides the County's legal counsel who represents the Clerk in an appeal with required documentation.

Processes emergency concealed pistol license requests. Fingerprints of CPL applicants, maintaining the database for fingerprints and instructing staff in the processes.

• Provides complex customer service to citizens regarding County Clerk's programs, policies, and procedures. Communicates with county departments and local municipalities regarding Board of Commissioner policies and resolutions.
• Perform all other duties as assigned.

Required Knowledge, Skills, Abilities and Minimum Qualifications :

The requirements listed below are representative of the knowledge, skills, abilities, and minimum qualifications necessary to perform the essential functions of the position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the job.

Requirements include the following :

• Associate degree with some coursework in information technology 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.
• Notary Public certification.
• Considerable skill in using and learning various software programs, developing the best use of the software for the desired outcomes and the ability to train others on the functionality.
• Thorough knowledge of the principles and practices of administrative support, office procedures, and records management.
• Considerable knowledge of providing administrative support in a clerk's office, vital records documents, providing a variety of vital records, DBAs, and concealed pistol licenses, and maintaining detailed and accurate records in various formats.
• Thorough knowledge of fingerprinting procedures, ability to train others in fingerprinting and ability to fingerprint individuals.
• Good leadership skills and strong skills in proofreading.
• Skill in assembling and analyzing data and preparing comprehensive and 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.
• Ability to assess situations, solve problems, work effectively under stress, within deadlines, and in emergency situations.
• Ability to attend meetings scheduled at times other than normal business hours.

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.