What are the responsibilities and job description for the CLERK V position at Cook County Clerk's Office?
OFFICE OF THE COOK COUNTY CLERK
NOTICE OF JOB OPPORTUNITY
CLERK V
Reference ID: VR-00001
Posting Date: March 31, 2025
Closing Date: April 14, @ 11:59:00 PM
Status: Full-time
Shift Start Time: 9:00 A.M.
Shift End Time: 5:00 P.M.
Department: Vital
Division: VITAL RECORDS
Location: 118 N Clark Street
Salary: $52,808
Grade: 14
Job Code: 4842
Union: SEIU73
Shakman Status: Non-Exempt
FLSA Status: Non-Exempt
Application Process: Internal/External
Job Summary
Reporting directly to a designated Vital Records Supervisor within the Cook County Clerk’s Office Vital Records Division, the Clerk V will receive cross-training within all Units of the Vital Records Division including Public Service, Document Processing, Mail Tracking, Genealogy, Online Correspondence Orders, License & Registration, Scanning / Indexing and Accounting and will be trained on all data base system(s) required to issue documents from the aforementioned Units. The Clerk V may be assigned to any of the Clerk Office locations throughout Chicago and suburban Cook County, based upon operational needs.
Essential Job Duties
- Assists customers with the acquisition of vital records including birth, death and marriage certificates and the processing of Notary Commissions and Assumed Business Name applications.
- Advises customers of the cost of certified copies of requested documentation.
- Obtains and confirms customer information to facilitate the issuance of vital records.
- Issues or denies certified copies of vital records to customers based on entitlement.
- Ensures confidentiality of records in accordance with federal and local laws including Homeland Security and in accordance with the Vital Records’ Standard Operating Procedures (SOP).
- Collects required fees for vital record documents and uses steps prescribed in the SOP to balance daily transactions including, cash, checks and credit card payments.
- Documents daily transactions at the end of each business day in accordance with SOP.
- Collects, sorts, counts, deposits, and secures large amounts of paper currency both manually and utilizing a bill counter machine.
- Research documents that are not digitized and may be stored on microfilm or hard copy.
- Responds to requests and inquiries from the general public either by phone, mail, or email.
- Adheres to the SOP for the Vital Records Division which establishes guidelines to multi-operational work Units within the Division.
- Open, sorts and delivers mail orders to the appropriate work Units within the Division on a daily basis.
- Works with designated Vital Records Supervisor on scanning of vital records that have been requested.
- Research older vital records as requested by customers utilizing microfilm or other resources.
- Processes online and mail orders as directed.
This list represents the essential tasks performed by the Position. Employees may be assigned additional Position-related duties by management as required.
Minimum Qualifications
- High School Diploma or the General Education Development (G.E.D.) Certificate.
- Two (2) years of full-time customer service work experience.
- Two (2) years of full-time cashier work experience.
Knowledge, Skills and Abilities
- Knowledge of common documents kept by CCCO, with particular emphasis on birth, death, and marriage certificates.
- Knowledge of the CCCO’s policies and procedures for processing vital records in accordance with the Vital Records Division’s SOP.
- Knowledge of the various work Units in the Vital Records Division.
- Knowledge of Cashiering Point of Sales System (POS).
- Ability to work under pressure while working with the Public Service Unit.
- Ability to communicate clearly, concisely, and effectively, both orally and in writing with customers and fellow employees.
- Ability to use basic math skills when accepting cash during transactions including providing proper change.
- Ability to process credit card transactions accurately.
- Ability to use to use a bill counter machine.
- Ability to use a computer to perform basic daily tasks including document processing and data entry.
- Ability to use a microfilm machine to search for vital records and document(s).
- Ability to establish and maintain effective working relationships with various departments in the CCCO.
- Ability to understand and follow oral and written instructions.
- Ability to be flexible, detail oriented and logically solve problems.
- Ability to open, sort, batch and deliver mail daily.
- Ability to adhere to the Vital Records Division’s SOP.
- Ability to learn and develop research skills for genealogy and or archives requests.
- Ability to travel to and between suburban offices if necessary. Physical Requirements
- May have to stand or sit for longer periods of time.
- May be required to frequently bend or stoop.
- May be required to lift or carry up to 50 lbs.
The Cook County Clerk’s Office does not hire for Non-Exempt Positions based on Political Reasons or Factors.
"METHOD OF APPLICATION: Apply online at https://cookcountyclerksofficetojob.com/apply. Online submission will close at 11:59 on April 14, 2025
Must be legally authorized to work in the United States without sponsorship.
COOK COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER
Salary : $52,808