Clerk-Recorder Office Specialist I
County of Santa Clara CA - san jose, CA
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Salary : $55,652.48 - $66,986.40 Annually Location : San Jose Metropolitan Area, CA Job Type: Full-Time Job Number: 24-F57-A Department: County Clerk-Recorder Opening Date: 10/11/2024 Closing Date: 10/25/2024 11:59 PM Pacific Bargaining Unit: 02 Description Under direct supervision and in a training capacity, provides public service and performs a variety of duties in the Clerk-Recorder's Office related to marriage license issuance, marriage ceremonies, recording and filing of vital records, research and retrieval of official records, and passport application acceptance. EXAMINATION NOTE: Candidates who meet the employment standards will be invited to take an examination online tentatively scheduled for the week of November 18, 2024. Typical Tasks Initially in a learning/training capacity: Assists, directs and instructs the public by processing requests for copies of official and vital records and by explaining appropriate methods for the public to search official record indexes and documents; Without giving legal advice, refers and advises the public regarding vital and official record issues and passport acceptance; Takes incoming credit card orders by telephone, internet and fax, processes credit cards through separate computer systems, and resolves related customer issues; Processes mailed requests for vital and official records and reviews requests for acceptability to process; Searches for and issues certified copies of vital and official records using electronic imaging, microfilm, and documents in book form; Issues Declarations of Marriage; Processes the authorization of notaries who issue confidential marriage licenses; Enters vital and official record information into computer system; Retrieves books from and maintains archives; Verifies identities for vital records requests, passport and marriage license applications; Examines and accepts applications for marriage licenses; creates and issues marriage licenses; Conducts and performs public and confidential civil marriage ceremonies as an official County Clerk Deputy Commissioner of Civil Marriages; Completes solemnizer section of public and confidential marriage licenses and souvenir certificates; Administers oaths to prospective brides and grooms and deputizes One-Day Deputy Commissioners; Accepts, reviews, and processes applications for passports by examining for accuracy and compliance to form, verifying proof of citizenship, and identity; administers oath, executes certification, collects appropriate fees and submits funds and/or documents to Federal agencies for final processing; Computes proper fees, accepts payments, and issues receipts; maintains cash accountability procedures, and balances cash drawer; Tracks progress of public and confidential marriage licenses, receives and examines licenses for conformance to legal requirements and accepts or rejects as necessary; assigns local registration number, state identifier, and transmits originals to the State Office of Vital Records or registers and archives documents, as required by law; returns unacceptable marriage licenses and amendments, noting discrepancies and reasons for rejection; assists in resolving issues; Reviews and accepts amendments to vital records as prescribed by law, seals, cross-matches birth and death certificates, checks requests to determine possible fraudulent use of records and serves as the "sender" of records to the State Office of Vital Records; Assists the public with questions relating to vital and official record issues in person, by telephone, and in writing; Scans and indexes certificates of birth, death, marriage, and Fictitious Business Statements into the electronic imaging system and inputs pertinent information from marriage certificates into the computerized index; Performs general clerical tasks in support of the Clerk-Recorder's Office; Performs related work as required. Employment Standards Sufficient education, training, and experience to demonstrate the possession and direct application of the following knowledge and abilities: Experience Note: The knowledge and abilities required to perform this function are normally acquired through training and experience equivalent to the possession of a high school diploma and one (1) year of work experience in an office function equivalent to an Office Specialist II with Santa Clara County. Knowledge of: Modern office practices and procedures and standard office machines; Techniques and practices for dealing with the public in person and through correspondence; Correct English grammar and usage in verbal and written communication; Customer service principles, including the handling of irate or distressed people; Basic computer applications; Basic mathematics. Ability to: Follow and understand oral and written instructions and pay close attention to detail; Exercise independent and sound judgment when assisting the public and performing other job duties, interact tactfully and courteously with the public, and resolve sensitive issues discreetly; Reason deductively and ask appropriate follow-up questions in order to understand customer requests, produce correct document, and resolve related customer issues; Operate a wide variety of retrieval and computer equipment; Calculate fees, receive payment, input into computer system, and perform preliminary reconciliation of cash and checks to receipts; Work under stress and pressure, prioritize work effectively, and handle multiple tasks with accuracy; Research government codes, County policy, and other references; Interpret and apply specific laws and ordinances in making decisions as to the legal acceptability of vital records documents for recording; Perform general clerical and simple accounting tasks; Use a keyboard with moderate speed and a high degree of accuracy. The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays. Learn more The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the with the bargaining unit applicable to the job classification. In addition to the amazing perks above, the County also offers the additional benefits below. Retirement Benefits The County offers robust retirement plans including a (similar to the private sector's 401(k) plan) and the In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family's long-term financial well-being. Health Flexible Spending Account The empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA. Dependent Care Assistance Program (DCAP) The enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the , an employer-funded DCAP, for employees with annual income under $120,000. Life and AD&D The County offers life and disability benefits including , Insurance, These benefits ensure financial security and income support when you and your family need it most. Employee Assistance Program (EAP) The County prioritizes employee mental health and well-being and offers a top-tier through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support. Employee Wellness The offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey. Education Reimbursement A generous program is available, including Education Reimbursement for employees seeking additional training and professional development. NOTE : Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts. Click here to access all Memoranda of Understanding and most recent Summary of Changes. 01 Please answer the following questions. Completion of the following supplemental questions is REQUIRED and is an integral part of the evaluation process. Initially, it will be used to determine minimum qualifications. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process. Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. A response of "see resume" or "see application" will deem your application incomplete. Include a detailed description of your work experience in the following format for EACH employer referenced, in each answer: a) Employer name(s) b) Job title(s) c) Start/end dates of employment d) Total hours worked per week e) Description of task(s) performed Do you understand the requirement to provide complete answers in order to determine relevant experience for each area in question? Yes No 02 What is the highest level of education you have completed? None High School or GED equivalent College (1 to 29 semester units / 1 to 44 quarter units) College (30 to 59 semester units / 45 to 89 quarter units) College (60 to 89 semester units / 90 to 134 quarter units) College (90 to 119 semester units / 135 to 179 quarter units) College (120 or more semester units / 180 or more quarter units) Associate's Degree Bachelor's Degree Master's Degree Doctoral Degree 03 How many years of experience do you have equivalent to that of a Santa Clara County Office Specialist II? Experience must include a variety of clerical and receptionist assignments of average difficulty in providing supportive services to technical, administrative or management operations. View Job Spec Here: Less than one year One to less than two years Two to less than three years Three to less than four years Four to less than five years Five or more years None 04 Please describe your experience equivalent to that of a Santa Clara County Office Specialist II. Experience must include a variety of clerical and receptionist assignments of average difficulty in providing supportive services to technical, administrative or management operations View Job Spec Here: Responses must include the following required information: - Your job title(s) - Start/end date(s) - Hours worked per week - Detailed description of tasks performed. If none, type N/A. 05 Which of the following areas within a Clerk-Recorder's Office, or similar environment, do you have experience with? Select all that apply. Researching Official Records Vitals Services Marriage Services Passport Services Indexing/Verification of documents Other None 06 Please describe your work experience in the area(s) selected in the above question. Responses must include the following required information: - Your job title(s) - Start/end date(s) - Hours worked per week - Detailed description of tasks performed. If none, type N/A. 07 Do you have direct working experience with the Clerk-Recorder's Office or similar? Yes No 08 Describe your direct working experience with a Clerk-Recorder's Office or similar. Responses must include the following required information: - Your job title(s) - Start/end date(s) - Hours worked per week - Detailed description of tasks performed. If none, type N/A. Required Question
Created: 2024-10-15