Champaign County
Job Description

Job Title: Senior Vital Records Clerk
Department: County Clerk
Reports To: Chief Deputy
FLSA Status: Non-exempt
Employment Status: Bargaining Unit - AFSCME General Unit
Prepared Date: April, 2004

SUMMARY Performs specialized duties involved in processing and maintaining vital records and County documents.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Creates and maintains the filing system for the vital records and other County documents; responsible for the retention and storage of the required historical documents as well.

Composes routine correspondence in response to inquiries from the general public; prepares forms and/or certificates pertaining to vital records.

Records and files Intergovernment agreements and contracts; file lawsuits and zoning protests; routes the monthly cable correspondence and check to the State's Attorney, County Board and County Treasurer.

Responsible for resolving outstanding marriage licenses after 60-day validity period by correspondence or phone calls.

Cross references death certificates with birth certificates of those born in Champaign County.

Prepares, records and files oaths for the required County positions.

Prepares folders for County Board meetings; produces the legal announcements for publication and the door postings for the meeting.

Makes arrangements through AT&T or the City of Urbana for the County Board broadcast schedule.

Enters and indexes the approved minutes, ordinances and resolutions in permanent record books as well as the Access computer program.

Responsible for keeping the "Official List" current which includes entering new appointments and determining the appropriate term of office; polices the "Certificates of Appointment" that may be required.

Responsible for making an approved correction to any vital record document and computer entry.

Keeps available current laws, policies and procedures pertaining to vital records for referral.

Maintains mobile home local services tax file records.

Communicates with mobile home owners, township assessors, and mobile home park owners regarding the assessment of the mobile home local services tax.

Prepares mobile home local services tax file and delivers file to the County Treasurer for the mailing of tax bills.

Performs any of the duties and responsibilities of the Deputy County Clerk position; Also provides guidance and assistance to Deputy County Clerks and help in training new staff.

SUPERVISORY RESPONSIBILITIES May provide supervisory assistance and guidance on specific assignments to the Deputy County Clerks. This job has limited supervisory responsibilities.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED); with two years of responsible office/clerical experience and/or training; or equivalent combination of education and experience. Requires good knowledge of the English language, spelling and mathematics; of modern office practices and procedures; of office equipment, of AS/400 computer entry; of Microsoft Access, Excel, WordPerfect and Exchange. Requires knowledge of the County community and its organizational structure; knowledge of the Vital Statistics laws, rules and procedures. Ability to work under time constraints and deadlines essential.

LANGUAGE SKILLS Ability to read and interpret documents such as computer program instructions, prolific statistical columns of data, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of the general public and employees of the organization.

MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS Registered voter and willing to take oath as Deputy County Clerk.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to walk; sit; reach with hands and arms; and talk; or hear. The employee is occasionally required to stand; stoop; kneel; crouch; and use hands to finger, handle, or feel. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, depth perception and ability to adjust focus.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Usually, normal office working conditions. The noise level in the work environment is quiet to moderate.

Note: This job description contains wording of a general class of positions within the Champaign County salary administration program. The description contains examples of duties and responsibilities which may or may not be considered to be "essential functions" to a particular job or position within this job class. "Essential functions" are to be determined at the position or job level within each department.