Office Specialist - Register of Deeds

Grand Traverse County Michigan•Traverse City, MI

1d•Onsite

About The Position

Grand Traverse County is seeking an Office Specialist to provide varied and complex administrative office support and customer service assistance. This role requires significant knowledge of and experience with departmental activities and programs. Employees in this job have no formal supervisory role but may train, guide, or lead others. They work as part of a team and are responsible for ensuring team objectives are met. This position may require travel by the employee in their own vehicle. The work involves gathering and analyzing information to determine the best course of action based on general guidelines or rules of operations, requiring judgment to choose alternatives. Errors at this level could cause serious, but short-term consequences involving significant financial impact or cost, reduced service to the public, and/or strong negative citizen reaction requiring intervention from a higher-level manager and could impact others outside of the department. Compared to the Office Associate classification, work is more complex requiring more department-specific experience and knowledge. Compared to the Administrative Assistant classification, work is less complex, varied, and independent. Duties and responsibilities may change depending on the assigned department.

Requirements

Graduation from High School, or G.E.D.
Two to four years related experience.
Proficiency in English grammar, spelling, punctuation, and simple mathematical functions such as addition, subtraction, multiplication, division, percentages, ratios, etc.
Knowledge of generally accepted accounting and bookkeeping principles
Ability to comprehend, process and apply both verbal and written skills appropriate to the job
Specialized knowledge related to the department or function
Ability to detect errors, determine causes, and make corrections as appropriate
Skill in operation of modern office equipment such as personal computer, facsimile, copiers, scanners and telephones
Skill in use of personal computer software, including spreadsheet development and word processing
Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with customers, co-workers, and representatives of other agencies.
Skilled in researching and resolving problems to ensure compliance
Ability to develop, layout and implement clerical procedures and operations from general instructions
Ability to explain complex policies and processes in layman’s terms
Ability to coordinate meetings effectively and efficiently
Ability to accurately organize and maintain paper documents and electronic files
Ability to maintain the confidentiality of information and professional boundaries
Able to use County resources effectively and efficiently

Nice To Haves

College level course work in a related field may substitute for up to one year of experience
CPR Certification; required for Health Department positions.
Notary Public designation.
Valid driver’s license and personal vehicle insurance and must maintain eligibility to drive as per the County's Vehicle policy.

Responsibilities

Processes, compiles, researches, and analyzes information, and prepares and verifies reports, correspondence, and other documents utilizing applicable software, within established procedures.
Provides comprehensive customer service, including delivery of accurate, prompt, and courteous assistance on complex policies, guidelines, and standard practices to internal and external customers, both verbally and in writing.
Performs a variety of specialized research and reporting in assigned area of responsibility and resolves related discrepancies or erroneous data to ensure compliance with established rules, court orders, policies and laws.
Participates in maintaining or designing web page(s) for assigned area of responsibility.
Enters, verifies, and reconciles information and data.
May develop spreadsheets, databases, or reports.
Monitors and maintains appropriate levels of supplies and materials in support of unit operations and activities.
Creates forms, calendars, newsletters, brochures, pamphlets, flyers, and/or other collateral materials in support of unit operations and activities.
Sorts, files, and maintains materials and filing systems (paper, computer or imaging), retrieves file materials, and keeps a record of file movement.
Performs basic mathematical calculations to balance, reconcile, and maintain records.
Schedules and maintains department calendars.
Participates in/on a variety of meetings, which may include scheduling, preparing agendas, and taking and distributing meeting minutes.
Uses a wide variety of office machines such as printers, personal computers, facsimile machine, postage machine, adding machine, scanners, and copiers.
Any other duties as assigned.

Benefits

Medical: The County offers employees a high-deductible plan through Priority Health. To help cover the cost of the deductible, Grand Traverse County will deposit a contribution amount up to $2,000 into an employee Health Savings Account every year. You may also direct deposit funds into this account every pay period.
Vision: The County provides a no cost plan for employees. We also offer an enhanced plan through EyeMed.
Dental: Our dental insurance provider is Delta Dental. You will pay no costs or premium for diagnostic and cleaning services.
Wellness: Grand Traverse County is committed to creating a culture of health. We provide a variety of incentives and programs that allow you to live a healthy lifestyle.
Employee Recognition: We highly value our employees, which we show by providing our employees awards and recognition throughout the year, and on anniversary dates.
Tuition Reimbursement: Employees are reimbursed up to $5,250 annually for enrollment in courses at an accredited college, university, or trade school.
Vacation: Grand Traverse County provides a generous amount of vacation days to benefitted employees so you can spend time with family and friends.
Holidays: The County gives you 12 days a year to celebrate holidays. Beyond these 12 days, you will receive additional floating holidays to use at your discretion.
Personal Leave: Employees receive up to 72 hours annually depending on contract, to use for appointments, take care of family needs and other personal reasons. Employees are paid every year for unused personal leave up to 40 hours.
Parental Leave: Employees may take up to 6 months of leave to begin at birth or date of adoption of their child.
Retirement: Grand Traverse County offers a defined contribution through MERS. The plan includes a generous match that fully vests after 6 years of employment.
457(b) Retirement Plans: The County also offers optional 457(b) deferred compensation and Roth retirement plans with matching contributions up to an approved amount, based on applicable contract provisions.
Life Insurance: Benefitted employees automatically receive life insurance.
Short Term Disability: The County provides a plan through Mutual of Omaha, which pays two thirds of your salary or wages for a maximum of 182 days.
Long Term Disability: The County provides a plan through Mutual of Omaha, which pays 60 percent of your salary or wages for a maximum of 24 months.