Job Details

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 Functions

1. 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. 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.

4. 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.

5. 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.

6. 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.

7. 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 examiner prior to certification and filing

8. 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.

9. 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.

10. 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.        

Other Functions:

• Must adhere to confidentiality standards applicable to trial courts
• 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 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. 

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

Requirements and Working Conditions

Working 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’s physical requirements require regular stamina in sitting, standing, typing and enduring repetitive movements of the wrists, hands or fingers.  

(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