CLERK V

Cook County Clerk's Office•Chicago, IL

1d•Hybrid

About The Position

Reporting directly to a designated Vital Records Supervisor within the Cook County Clerk’s Office Vital Records Division, the Clerk V will receive cross-training within all Units of the Vital Records Division including Public Service, Document Processing, Mail Tracking, Genealogy, Online Correspondence Orders, License & Registration, Scanning / Indexing and Accounting and will be trained on all data base system(s) required to issue vital records from the aforementioned Units. The Clerk V may be assigned to any of the four (4) Clerk’s Office locations throughout Chicago and suburban Cook County, based upon operational needs.

Requirements

High School Diploma or the General Education Development (G.E.D.) Certificate.
Two (2) years of full-time customer service work experience.
Two (2) years of full-time cashier work experience.
Proficient with Microsoft Word and Excel.

Nice To Haves

Knowledge of common documents kept by CCCO, with particular emphasis on birth, death and marriage certificates.
Knowledge of the CCCO’s policies and procedures for processing vital records in accordance with the Vital Records Division’s SOP.
Knowledge of the various work Units in the Vital Records Division.
Knowledge of Cashiering Point of Sales System (POS).
Ability to work under pressure while working with the Public Service Unit.
Ability to communicate clearly, concisely and effectively, both orally and in writing with customers and fellow employees.
Ability to use basic math skills when accepting cash during transactions including providing proper change.
Ability to process credit card transactions accurately.
Ability to use to use a bill counter machine.
Ability to use a computer to perform basic daily tasks including document processing.
Ability to use a microfilm machine to search for vital records and document(s).
Ability to establish and maintain effective working relationships with various departments in the CCCO.
Ability to understand and follow oral and written instructions.
Ability to be flexible, detail oriented and logically solve problems.
Ability to open, sort, batch and deliver mail daily.
Ability to adhere to the Vital Records Division’s SOP.
Ability to learn and develop research skills for genealogy and or archives requests.
Ability to travel to and between suburban offices if necessary.

Responsibilities

Assists customers with the acquisition of vital records including birth, death and marriage certificates and the processing of Assumed Business Name applications.
Advises customers of the cost of certified copies of requested documentation.
Obtains and confirms customer information to facilitate the issuance of vital records.
Issues or denies certified copies of vital records to customers based on entitlement.
Ensures confidentiality of records in accordance with federal and local laws including Homeland Security and in accordance with the Vital Records’ Standard Operating Procedures (SOP).
Collects required fees for vital record documents and uses steps prescribed in the SOP to balance daily transactions including, cash, checks and credit card payments.
Documents daily transactions at the end of each business day in accordance with SOP.
Collects, sorts, counts, deposits and secures large amounts of paper currency both manually and utilizing a bill counter machine.
Researches documents that are not digitized and may be stored on microfilm or hard copy.
Responds to requests and inquiries from the general public either by phone, mail or email.
Adheres to the SOP for the Vital Records Division which establishes guidelines to multi-operational work Units within the Division.
Open, sorts and delivers mail orders to the appropriate work Units within the Division on a daily basis.
Works with designated Vital Records Supervisor on scanning of vital records that have been requested.
Researches older vital records as requested by customers utilizing microfilm or other resources.
Processes online and mail orders as directed.
Performs other duties as assigned.