Clerk Of The Peace Row Office Confidential Secretary (Selective Certification)

New Castle County Government•Wilmington, DE

5d•Onsite

About The Position

Performs a variety of problem solving, administrative and support functions for the Row Offices that require complete confidentiality relating to the integrity and liability of management systems through quality service in all areas to the citizens of New Castle County; does related work as required. An employee in this class assists in the daily activities of a department or division by performing responsible administrative and support functions of a wide variety and scope. The work deals with highly sensitive labor relations matters and is extremely confidential in nature. This employee is required to be familiar with all phases of New Castle County Government and must be able to work across department, division and agency lines in solving problems and issues related to the specific assignment. This employee works with considerable independence of action through problem solving, personal representation of managers or departments, and by preparing detailed reports and correspondence, providing information, receiving and responding to complaints and performing other customer service work. It is critical that this employee displays and promotes a positive attitude and possesses a professional demeanor and appearance. This employee works under the general supervision of the Row Officer or their designee.

Requirements

Thorough knowledge of office practices and procedures, business English, spelling and business mathematics
Good knowledge of the operations, functions and scope of authority of County government Row Offices as related to the handling and disposition of complaints and requests for information
Ability to identify problems, to troubleshoot issues and to coordinate reliable and accurate information for the customers of the County
Demonstrated skill and proficiency in the use of a variety of software programs
Ability to immediately be productive while operating word processing equipment, a personal computer, a data processing terminal and other related equipment
Ability to supervise subordinates
Ability to establish and maintain effective working relationships with coworkers, associates, government officials, agencies, private organizations and the public and to promote an ongoing attitude of dedication to excellent customer service
Ability to maintain confidentiality in all aspects of the work
Ability to analyze complex data, draw valid conclusions and to make reliable recommendations
Creativity
Ability to communicate courteously and effectively, both verbally and in writing
Ability to make effective presentations before groups
Ability to pass a Class III physical examination
At least five years' experience in performing administrative and support work of a progressively responsible nature
One year of which shall have been working with current word processing software
Possession of an Associate’s Degree from an accredited college or university with major course work in business administration or related field; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.

Responsibilities

Solves problems by developing innovative, creative, cost effective and customer friendly solutions
Maintains and updates marriage license records within County databases and electronic record management systems.
Promotes an ongoing attitude of dedication to excellent public service and ensures that external and internal customers are provided with the highest quality of service; and confidentiality through electronic communication, in person or by telephone
Ensures the accuracy, integrity, security, and confidentiality of marriage records and related documents.
Arranges meetings and prepares correspondence
Works with management on issues and responds to telephone calls from a variety of individuals
Researches issues and questions received through the Row Office and prepares an appropriate response
Performs support functions such as filing, answering telephones and preparing a variety of letters, memoranda, reports, agreements, documents, publications and other such material
Provides assistance in developing and implementing policies and procedures
Attends meetings and provides support and administrative assistance when needed
Presents information to outside groups
May supervise staff
Utilizes a variety of miscellaneous software programs
Acts as a liaison with other departments, governmental units, private agencies and various citizens’ groups in matters pertaining to the Row Offices
Maintains personnel attendance records and process payroll, payroll adjustments and change notices
Monitors the effectiveness of existing work schedules, policies and procedures and makes the necessary recommendations for change when needed
Coordinates the completion of performance evaluations
Conducts varied research and surveys in customer satisfaction
Coordinates Return-to-Work appointments with Risk Management and FMLA liaison
Provides vendor assistance as needed
Provides Public Notary services for the Row Offices’ customers as needed
Coordinates background checks with Human Resources for title searchers and seasonal employees
Coordinates with state and county agencies regarding marriage record reporting and record maintenance requirements.
Completes special projects as assigned
Operates a data processing terminal, personal computer and other related equipment in the course of the work.
Process and issue marriage licenses to residents and non-residents in accordance with Delaware statutes, County policies, and Clerk of the Peace procedures, and issues certified copies of marriage records while ensuring all requests are completed accurately and in compliance with applicable laws and regulations.
Reviewing marriage license applications for completeness and accuracy while verifying all required identification and documentation, explaining license requirements, waiting periods, fees, and applicable laws to applicants and the public, and processing payments while maintaining accurate financial records for marriage licenses and related services.