Supervisor County Clerk Vital Records

Oakland County•Pontiac, MI

1d•Onsite

About The Position

Oakland County is seeking a collaborative leader to serve as the Office Supervisor – Vital Records. This on-site position involves leading a dedicated team responsible for maintaining accurate vital records and ensuring efficient, high-quality service to the public. The supervisor will partner with County leadership to enhance operations, implement new initiatives, and foster a culture of excellent customer service. The role requires supervising, coaching, and supporting employees, acting as a communication link, and collaborating on special projects and process improvements.

Requirements

Must be a high school graduate or have a certificate of successful completion of the General Educational Development Test.
Have had five (5) years of responsible, full-time clerical experience, one (1) year of which included lead duties over other clerical staff.
Considerable ability to follow complex and technical oral and written instructions.
Considerable ability to perform standardized computations.
Considerable ability to make technical decisions in accordance with departmental policies and procedures.
Considerable ability to prepare and present oral and written technical reports to supervisors, staff, and other interested groups and individuals.
Considerable ability to develop and maintain effective working relationships with employees of the assigned division and other divisions and departments.
Considerable ability to exercise mature judgment and initiative in analyzing problems and recommending solutions.
Considerable ability to plan, organize, direct and evaluate the work performed by others.
Considerable knowledge of and experience in the operations, policies, and procedures of the Division and how to utilize that knowledge to recommend and implement procedural changes.
Considerable knowledge of modern record keeping operations.
Considerable knowledge of modern office practices and procedures.
Considerable knowledge of and ability to utilize current word processing, spreadsheet, database, e-mail and Internet software.
Considerable knowledge of governmental regulations and local laws relating to the operations of the County Clerk Vital Records Unit.
Ability to effectively communicate to accurately convey information

Nice To Haves

Considerable ability to follow complex and technical oral and written instructions.
Considerable ability to perform standardized computations.
Considerable ability to make technical decisions in accordance with departmental policies and procedures.
Considerable ability to prepare and present oral and written technical reports to supervisors, staff, and other interested groups and individuals.
Considerable ability to develop and maintain effective working relationships with employees of the assigned division and other divisions and departments.
Considerable ability to exercise mature judgment and initiative in analyzing problems and recommending solutions.
Considerable ability to plan, organize, direct and evaluate the work performed by others.
Considerable knowledge of and experience in the operations, policies, and procedures of the Division and how to utilize that knowledge to recommend and implement procedural changes.
Considerable knowledge of modern record keeping operations.
Considerable knowledge of modern office practices and procedures.
Considerable knowledge of and ability to utilize current word processing, spreadsheet, database, e-mail and Internet software.
Considerable knowledge of governmental regulations and local laws relating to the operations of the County Clerk Vital Records Unit.

Responsibilities

Lead, assign, and coordinate the daily work of clerical staff within the Vital Records Unit, ensuring efficient operations and high-quality customer service.
Supervise, coach, and support employees while serving as the communication link between frontline staff, leadership, and administrative personnel.
Partner with the Chief Deputy County Clerk on special projects, process improvements, and operational initiatives that enhance department performance.
Collaborate with County departments, municipalities, and external agencies to implement procedural updates, regulatory changes, and new business processes.
Identify operational needs and work closely with Information Technology to support software enhancements, system implementations, and process improvements.
Utilize countywide and department-specific software to manage workflows, monitor performance, and support daily operations.
Plans, assigns, directs and coordinates the work of assigned lower-level clerical employees directly and through intermediate leaders providing technical and general clerical support for the Vital Records Unit.
Participates in general personnel activities for assigned employees such as employee selection and evaluation, recommendation of promotions and merit increases, monitoring attendance, approving time off and recommending disciplinary action.
Performs liaison duties between lower-level clerical employees and administrative personnel.
Confers with the Chief Deputy County Clerk regarding Clerk/Register of Deeds policies and procedures and ensures policies and procedures are followed by staff.
Trains users on modifications to their software applications.
Responsible for identifying and reporting Vital Records application software issues as well as testing new modules/features for existing applications or new applications through the county or other governmental agencies that may be relevant to the duties of the Vital Records division.
Answers various public inquiries regarding divisional procedures by giving out information requiring general interpretations and familiarity with divisional operations and State statutes.
Resolves job related problems or conflicts in work assignments or work schedules of employees.
Resolves customer complaints and conflict among lower-level employees.
Reports statistics to other departments and agencies required by statute or policy.
Responsible for Concealed License Permit (CPL) processing, reporting, working with the State and law enforcement agencies, and acting as liaison for Gun Board.
Determines and suggests to administration new clerical procedures to respond to changing needs and implements procedures for more efficient County Clerk operations.
Supervises and/or assists in the preparation and maintenance of departmental accounting, personnel, payroll, and related documents and records.
Validates data entry of lower level staff to ensure input data is timely and correct and that users receive generated reports as scheduled.
Keeps user agencies or departments informed of modifications in procedures, input/output reports, system capabilities, and other related changes.
Assists with acceptance testing of new software installations, enhancements, and upgrades.
Confirms software business requirements comply with local, state, or federal mandates.
Utilizes current countywide and/or department specific software to complete assignments.