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 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 Functions
1. Processes requests for information, certificates and documentation.
2. Provides counter assistance to customers. Fulfills requests for certified copies of vital records.
3. responds to inquiries related to the processing of vital records and other functions of the office.
4. Receives, analyzes, processes various documents relating to the processing of concealed weapon license applications. These include new applications, renewal applications, and emergency applications. Assist customers with completing the Concealed Pistol License application process. Typing and responding to related inquiries at the counter. 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 on a regular basis.
5. Issues marriage licenses. Keeps track of marriage licenses and waivers and provides necessary data. Processes marriage license requests for out-of-state residents. Schedules wedding ceremonies within the Clerk’s availability. Notifies customers of incomplete or incorrect marriage licenses
6. Accepts, reviews and processes Notary applications and surety bonds. Provide Notarization services. Issue Notarial Certificates for customers.
7.Accepts, reviews, and files military discharge paperwork, 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, and processes birth certificates by reviewing for completeness, assigning numbers making copies and filing. Creates and files birth records. Must work with hospitals to ensure the accurate and complete finalization of birth records. Must act as liaison with State of Michigan Office of Vital Records to recreate and/or reissue replacement birth records. Processes and flags birth records of missing persons as reported.
9. Receives, analyzes, and processes death certificates. 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 Co-Partnership requests; enter them in the computer and process certified copy requests. 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. Enters information on office records. May be asked to assist with other election-related duties, as necessary.
12.Receives campaign filings and assists with the review 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. 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.
17. Uses a variety of software programs to provide secretarial support.
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.
19. Uses software programs provide by the State Of Michigan and others to process and handle vital records.
20May be required to assist in training new Deputy Clerks
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.
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 Qualifications
Education: 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.
Working Conditions
- This position works in an indoor environment.
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 performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above.
(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 G
