Supervisor of Records

Macomb County Government

5d•$55,008 - $71,148

About The Position

Under direction, supervises and oversees the assignment of office work and duties for staff assigned in one of the following areas: Court Section/Jury Room, Register of Deeds, or Vital Records. Ensures the office runs efficiently, provides final decisions on documents and procedures, and handles employee and customer issues or questions.

Requirements

Possession of a high school diploma or a certificate of successful completion of the General Educational Development Test (GED)
Three (3) years of progressively responsible office experience
Possession of a valid Michigan driver’s license and operable, insured automobile for authorized travel
Knowledge of: Various computer programs including Microsoft Office, Word, Excel, PowerPoint and Access
Knowledge of Microsoft Suite applications, OnBase, CourtView, Tyler, and the county’s jury management system
Specialized municipal and state regulations and functions
Skill in: Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
Providing customer service to internal and external customers via phone, email and in person
Performing a variety of duties, often changing from one task to another of a different nature
Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
Organization and time management
Assigning, prioritizing, monitoring, and reviewing work assignments
Operating personal computers with current versions of office software and applications
Performing data entry to multiple types of database applications for registration, enrollment, billing, inventory and statistical review and reporting
Ability to: Make decisions in accordance with applicable laws and regulations
Establish and maintain effective working relationships with elected officials, Administrators, Department Heads, staff, union officials and the public
Conduct oneself with tact and courtesy
Supervise, direct and organize the work of others.
Work in an environment which embraces the county’s Dignity Campaign
Effectively speak, write and understand the English language
Understand and carry out oral and/or written instructions
Accurately organize and maintain paper documents and electronic files
Maintain the confidentiality of information and professional boundaries
Work independently
Complies with P.A. 390, as amended, known as the State’s Emergency Management Act and the County’s Emergency Management resolution as well as all related plans, policies and procedures covered by those statutes.

Nice To Haves

Associate’s Degree from an accredited college or university in Business or related field
Previous supervisory or management experience
Experience in the applicable area(s): Register of Deeds-land records administration (such as deeds and mortgages); Vital Records-vital or regulatory records and applications; Court Section/Jury Room-court or jury administration functions involving staff management, compliance, reporting, and public contact
Effectively speak, write and understand a language other than English is preferred

Responsibilities

Manages, supervises, and trains employees.
Maintains polite, courteous, and professional customer service for internal and external customers of the office both in person and over the phone.
Creates, monitors, and improves customer service benchmarks such as transaction time, customer wait time, and reviews benchmarks with staff to improve performance.
Ensures that office procedures meet departmental policy.
Prepares employee reviews and meets with staff to discuss them.
Trains staff regarding new work or modified procedures.
Assists multiple county departments, government agencies, and other local municipalities with requests for information pertaining to records.
Prepares, reviews, and reconciles daily financial revenue reports.
Assists with annual department budget.
Monitors and maintains adequate inventory of supplies.
Conducts staff meetings.
Assists the public by providing necessary information or instruction.
Acts as a resource person for staff and public.
Operates an automobile to perform assigned job functions.
Performs related duties as assigned.
Oversees the accurate recording, indexing, and preservation of all legal documents affecting real property within Macomb County.
Reviews and approves complex or disputed land record documents.
Maintains and ensures integrity of the official land records database and imaging systems.
Ensures forms, reporting, and procedures comply with the Michigan Vital Records Act and related licensing regulations.
Coordinates with the State of Michigan, vendors & County IT to implement updates to vital records and licensing systems and ensures training and procedures are updated.
Maintains secure handling, storage, and destruction of confidential records in accordance with retention schedules and privacy laws to prevent unauthorized access.
Oversees staff handling Concealed Pistol License applications, appeals and ensures timely submission of required reports to the State of Michigan.
Oversees the clerical staff, meetings, and budget of the Civil Service Commission.
Assigns daily work, monitors productivity, and ensures coverage for both areas.
Ensures compliance with court rules, state statutes, and retention schedules.
Monitors case processing workflows, document filings, and docketing & scanning.
Supervises jury room operations, including weekly juror check-in and orientations.
Ensures proper summoning, qualification, and management of jurors.
Oversees juror attendance, excusals, and deferrals, as well as juror payments.
Maintains accurate reports, including, but not limited to, jury utilization, attendance, and record processing stats.
Assists with budgeting needs related to records and jury operations.