Under the general supervision of an administrative superior, performs specialized and complex clerical work requiring the exercise of independent judgment.

ESSENTIAL FUNCTIONS:

Regularly and frequently interacts with a high volume of customers through telephone calls, email, and in-person office visitors. Receives phone calls pertaining to other government offices. Handles any questions or matters of a technical nature and directs them to the appropriate department. Assists visitors in filling out a variety of forms.

Processes passport applications and associated payments in accordance with precise directives from the U.S. Department of State. Arranges expedited or routine postal delivery as required. Maintains strict document control and security throughout the county’s chain of custody.

Creates and issues marriage licenses in accordance with state law and county policy. Processes returned licenses, checking for completeness and accuracy before filing for permanent retention.

Processes applications and supporting documentation for various tax relief programs. Reviews applications for completeness and accuracy. Assists claimants in understanding application requirements and identifying any additional required documents.

Determines and collects fees where some degree of personal judgment is involved in the decision. Ensures receipts, notices, certificates and licenses are complete and accurate, and keeps records of transactions.

Reviews, composes and processes routine correspondence, reports, forms, billings, payments, certificates, applications, and other material; examines for accuracy and completeness, makes additions or resolves discrepancies by consulting with supervisor, applicants, or other employees as appropriate. Performs regular filing of licenses, applications, decisions, and other documents.

Adheres to strict confidentiality. Communicates complex information in an easy to understand way both written and orally. Locates and applies appropriate rules, code, and law to circumstance as trained.

Operates office equipment as required.

Any one position may not include all of the duties listed, nor do the listed examples include all duties which may be found in positions of this class. Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without reasonable accommodation.

SUPERVISORY RESPONSIBILITIES:

None

EDUCATION/EXPERIENCE:

Education: High School or equivalent

Experience: Four (4) years of increasingly responsible experience in general clerical, records, or secretarial work.

KNOWLEDGE, SKILLS, AND ABILITIES (KSA):

Knowledge of: Considerable knowledge of modern office practices and procedures. Considerable knowledge of grammar, spelling, and punctuation. Considerable knowledge of the specialized duties required by the position.

Skills and Abilities to: Skill in typing at 55 wpm and data entry. Bilingual English/Spanish preferred. Ability to quickly and accurately perform complex clerical work requiring a significant exercise of independent judgment and attention to detail. Ability to make mathematical computations rapidly and accurately. Ability to communicate effectively verbally and in writing. Ability to establish and maintain effective working relationships with employees, other departments, and the general public.

YOUR SPECIAL QUALIFICATIONS

Must be a U.S. Citizen, as it is a requirement of the U.S. Department of State in order to process passport applications.

Must be able to test for and attain U.S. Department of State certification as a Passport Acceptance Agent within 30 days.

Due to the nature of this position, the successful candidate may be required to complete a pre-employment background check prior to starting the position.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that an employee must successfully perform for the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is generally quiet, though occasionally moderately noisy.