Clerk-Recorder Office Specialist I

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.

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.

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.

• 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.