What are the responsibilities and job description for the Archive Clerk position at Cook County Clerk's Office?
Reference ID: L-00001
Posting Date: July 1, 2024
Closing Date: July 10, 2024, 11:59:00 PM
Status: Full-time
Shift Start Time: 9:00 A.M. - 5:00 P.M.
Department: Recording Operations
Division: Recording Operations
Location: 118 N. Clark Street
Salary Range: $49,185
Grade: 13
Job Code: 0012
Union: UNION
Shakman Status: NON-EXEMPT
FLSA Status: NON-EXEMPT
Who May Apply: INTERNAL AND EXTERNAL
Job Summary
Reporting directly to the Manager of Archives, the Archive Clerk performs a variety of clerical duties requiring knowledge of general real estate documents and the archival record-keeping systems within the Cook County Clerk’s Office (CCCO). The Archive Clerk also maintains ongoing familiarity with CCCO services to convey accurate information to customers and has a working understanding of external County land record offices to best direct customer inquiries. The Archive Clerk utilizes independent judgment consistently.
Essential Job Duties
- Utilizes computers, microfilm and Plat Boards, books, maps, microfiche, and other records to assist customers with document searches and retrieval of commonly recorded real estate related documents.
- Describes the elements of commonly recorded real-estate documents to customers.
- Advises customers of the cost for copies of requested documentation.
- Receives customer phone calls, responds to customer questions and exercises good judgment related to customer service.
- Inspects and improves the quality of microfilm.
- Files books, microfilm and microfiche.
- Reviews various documents, maps, and other records according to statutory requirements in response to customer requests.
- Retrieve paper copies of documents upon request from CCCO storage floor in County building.
- Assists customers with DD214 military searches from microfilm.
- Submits weekly production reports to the Manager of Archive.
- Travel to warehouse to retrieve documents approximately once per month or as needed.
This list represents the essential tasks performed by the position. Employee may be assigned additional duties by management as required.
Minimum Qualifications
- Possession of a valid High School Diploma or the General Education Development Test Certificate.
- Two (2) year full-time paid work experience in customer service.
- Two (2) year full-time paid work experience working with one or more of the following real estate documents: mortgages, warranty deeds, liens, judgments, orders, affidavits, and decrees.
Preferred Qualifications
- Possession of Bachlors degree or higher from an accredited college or university.
- Five (5) years of full-time paid work experience in customer service.
- Five (5) years full-time paid work experience working with one or more of the following real estate documents: mortgages, warranty deeds, liens, judgments, orders, affidavits, and decrees.
Resumes and application must clearly indicate duration of, and nature of work experience, for consideration in accordance with specific Minimum and Preferred Qualifications. Successful candidates will be required to provide proof of educational credentials.
Knowledge, Skills and Abilities
- Knowledge of the common documents recorded by CCCO, with particular emphasis on real estate related documents, including without limitation, mortgages, warranty deeds, liens, judgments, orders, affidavits, decrees, etc.
- Knowledge of ancillary CCCO programs and services, such as property fraud alerts and recordation and retrieval of Veterans discharge documents. Knowledge of the public recording process.
- Basic computer skills.
- Ability to demonstrate excellent customer service, including maintaining a professional demeanor at all times in communication with customers.
- Ability to prioritize work, multitask and ensure that work is completed in an accurate and efficient manner.
- Ability to work independently.
- Ability to logically organize information.
- Ability to communicate effectively and to work well with fellow employees.
- Ability to understand statutory recording requirements.
Physical Requirement
- Ability to sit at least two (2) hours at a time.
- Standing and walking for moderate periods of time.
- Long periods of time working on computer requiring vision and typing capability.
METHOD OF APPLICATION:
Apply online at https://cookcountyclerksoffice.applytojob.com/apply. Online submissions will close July 14, 2024at 11:59pm.
Must be legally authorized to work in the United States without sponsorship.
COOK COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER
Any offer of employment will be contingent on the applicant passing a background check and any required pre-employment testing. Pursuant to Section 44-1 of the Cook County Code of Ordinances, all Cook County employees must maintain residence in Cook County throughout their employment. New employees must establish residency in Cook County within six (6) months from their date of hire or face summary discharge. |
The duties list is not set forth for the purpose of limiting the assignment of work. They are not to construed as a complete list of the many duties normally to be performed under a job title or those to be performed temporarily outside of an employee’s normal line of work. |
Salary : $49,185