Official Records Clerk I

Hernando Constitutionals•Brooksville, FL

7d•Onsite

About The Position

The Official Records Clerk I performs clerical work involving legal documents submitted for recording. The position reviews documents, records and scans them into the Official Records Books of Hernando County, enters indexing information, verifies daily indexes and scanned images, collects fees, and returns recorded documents to customers. The clerk also prepares certified copies, certificates, forms, and correspondence, and helps the public with land and court record searches. Additional duties include processing marriage license and passport applications, scheduling and performing marriage ceremonies, preparing marriage certificates and vital statistics reports, and supporting Customer Service Center coverage as needed. The position handles and balances payments, prepares daily financial reports, and is expected to meet productivity standards and maintain regular attendance and punctuality. Other duties may be assigned.

Requirements

High school diploma or equivalent.
Ability to communicate orally and in writing.
Knowledge of general office policies and procedures.
Skill in interacting professionally with the public, co-workers, and intra-county office personnel.
Proficiency operating a computer.
Ability to type at a rate of 45 words per minute.
Ability to correctly interpret and carry out written and oral instructions.
Acceptable eyesight and hearing, with or without correction.
Ability to access, input, and retrieve information from a personal computer.
Ability to sit for long periods and view a display screen for extended periods.
Ability to access file cabinets for filing and data retrieval.
Ability to communicate orally to answer questions in person and by telephone.
Ability to climb, walk, stand, kneel, bend, stoop, and lift up to 50 pounds.
Reliable transportation, which may be required for County-related travel if a County vehicle is unavailable.

Nice To Haves

Experience in a related field is preferred.

Responsibilities

Review legal documents submitted for recording and ensure required information is present according to procedure.
Smudge seals, verify return addresses, and apply appropriate labels, including documentary stamps and intangible tax where applicable.
Collect fees and issue receipts for payments.
Record and scan documents into the Official Records Books of Hernando County.
Return recorded documents to customers by mail or in person.
Enter indexing information from document images into the computer.
Verify the accuracy of daily recording indexes and scanned images and make necessary corrections.
Prepare and certify copies, Clerk Certificates, and other forms requested by the public.
Process marriage license applications, schedule and perform marriage ceremonies, and prepare special marriage certificates.
Prepare vital statistics reports and transmit them electronically to the State Bureau of Vital Statistics.
Process passport applications and prepare passport transmittals.
Compose correspondence to the public, attorneys, title companies, and others.
Guide customers conducting land and court record searches.
Assist the public at the counter and by telephone in a professional and efficient manner, including administering oaths and witnessing and sealing signatures when backup coverage is needed.
Secure, receive, and validate monies paid to the Official Records Division; balance cash and checks to register totals; complete daily summary reports and checkout sheets for the Financial Services Department.
Meet productivity standards and maintain regular attendance and punctuality.
Perform other duties as assigned.