Vital Records - Supervisor

OFFICE OF THE COOK COUNTY CLERK

NOTICE OF JOB OPPORTUNITY

VITAL RECORDS - SUPERVISOR

Reference ID: VR-00001

Posting Date: March 31, 2025

Closing Date:  April 14, 2025

Status:  Full-Time

Department:    Vital Records 

Division:     VITAL RECORDS DEPARTMENT

Location:    118 N. Clark Street

Salary Range:  $70,150

Grade:  18

Job Code: 5194

Union:    SEIU Local 73

FLSA Status:   NON-EXEMPT 

Job Summary

The Cook County Clerk's Office (CCCO) is the official record keeper for births, marriages, and deaths that occur in Chicago and suburban Cook County. Cook County Vital Records provides copies of these documents to eligible individuals upon request.  Reporting directly to the Manager of Vital Records, the Vital Records Supervisor is responsible for managing a team of employees in Vital Records at any one of CCCO’s Vital Records locations, assist customers in acquiring birth, marriage, and death certificates, as well as process Assumed Business Name applications and Notary Commissions. The Supervisor is also responsible for opening and closing activities in their office, including but not limited to balancing registers, running end-of-day reports, and tracking security paper.   
 

Essential Job Duties
 

• Provides operational, supervisory, and administrative support to Vital Records Management.
• Supervise the Clerk V cashiers in the assigned business unit of Vital Records.
• Supervise customer orders received in-person, by mail, online, and through currency exchanges.
• Supervise the recording/registration/filing/storage of birth, home birth, marriage, death, fetal death, and medical examiner death records.
• Supervise the opening and closing activities, including but not limited to overseeing the balancing of cashier registers, running end-of-day reports, and disbursing birth, marriage, and death security paper to cashiers.
• Manage employee attendance and schedules (assign lunches and am/pm breaks), track and approve time off requests to ensure operational needs are met.
• Manage employee schedules (assign lunches and am/pm breaks).
• Provide staff training as needed, including training new employees.
• Fulfill document requests made pursuant to subpoenas.
• Perform supervisory overrides for fee waivers such as birth waivers for homeless/domestic violence victims/inmates and death waivers for active/retired military veterans.
• Assist customers with acquiring vital records and responding to complicated customer questions and complaints.
• Assist customers with the processing of applications for Assumed Business Names Applications and Notary Commissions.
• Assist and respond to requests from collaborative governmental agencies inside/outside of the County, such as the Cook County Clerk’s Office of Communications, The Secretary of State, the State’s Attorney’s Office, Adult Probation, Public Defender, etc., Attorneys and community agencies such as funeral homes, health care facilities, county clerks, physicians, and local health departments daily for the purpose of obtaining information to handle the day-to-day activities within the office.
• Reviews complex requests related to the legal requirements for processing a request or issuing a birth, marriage, or death record.  Makes decisions based on rules, laws, and procedures of the Cook County Clerk’s Office as it relates to Vital Records.
• Uses relevant information and individual judgment to interpret and enforce the rules and regulations governing Vital Records Act (410 ILCS 535/).  Enforces Vital Records laws, rules, policies, and procedures as they apply to each request.
• Analyzes information and evaluates potential solutions for corrective action involving personnel, according to Cook County Clerks’ office policies and the Collective Bargaining Agreement.
• Assesses the quality of employees' work to inform, advise and provide supervisory feedback related to performance management and development.
• Provide regular updates to Vital Records leadership regarding office operations and any staffing issues that may arise.
• Regularly review state laws and office policy for updates and additions to Vital Records rules and regulations.
• Participate in staff meetings and respond to emails, phone calls, and other correspondence as required.
• Work extended hours as needed to address operational needs.
• Perform other duties as assigned.

This list represents the essential tasks performed by the Position. Employee 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.
• Four (4) years of full-time work experience in one, or a combination of, the following: Vital Records, supervision or management of employees, or customer service.
• Proficient in Microsoft Excel, Word & Outlook.

Resume and application must clearly indicate duration of, and nature of work experience and education for consideration in accordance with specific Minimum and Preferred Qualifications to demonstrate eligibility for this Position. If your resume and application do not reflect that you meet the Minimum Qualifications for the Position, you will not be eligible for this Position.  Candidates will be required to provide proof of educational credentials and any applicable license or certifications as listed above at time of interview.

Knowledge, Skills, Abilities and other Characteristics
 

• Maintain up-to-date knowledge of Vital Records rules and regulations by reviewing state laws and office policy for updates and additions to apply new knowledge to the job.
• Establish and maintain effective working relationships with various departments within CCCO.
• Knowledge of common documents kept by CCCO, with particular emphasis on birth, marriage, and death certificates.
• Knowledge of the Vital Records Act and CCCO’s policies and procedures for processing vital records in accordance with the Vital Records Division’s SOP.
• Knowledge of the various business units in the Vital Records Division.
• Exhibits an authentic desire to exceed the customer’s expectations.
• Ability to work under pressure.
• Ability to communicate clearly, concisely, and effectively, both orally and in writing, with customers, fellow employees, and management staff.
• Ability to use a computer to perform basic daily tasks.
• Ability to use a microfilm machine to search for vital records and previously recorded document(s).
• Ability to establish and maintain effective working relationships with various departments in the CCCO, other County agencies, Commissioner’s offices, and other constituent groups.
• Ability to understand and follow oral and written instructions.
• Ability to be flexible, detail-oriented, and logically solve problems.
• Ability to adhere to the SOPs for the Vital Records Division.
• 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://cookcountyclerksoffice.applytojob.com/apply. Online submissions will close at 11:59pm on April 14, 2025.

Must be legally authorized to work in the United States without sponsorship.

COOK COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Salary : $70,150