Job Description

Job Summary

Under the supervision of the Clerk and Register of Deeds; analyzes, records, maintains and houses all vital records, land records, court documents, and understands and implements Michigan Election Law. Maintains the integrity of all records and ensures all records provided to the public are filed according to state and federal statutes.

Primary Duties & Responsibilities

Acting as a Deputy Clerk and Register of Deeds

Administers oaths of office; issues certified copies of public documents on behalf of the County Clerk and Register of Deeds; implements and enforces Clerk and Register of Deeds policies and state statutes governing vital records, circuit court records, election and land records.

Serves as a liaison to the public when preparing Notary Publics.

At the request of the Clerk and Register of Deeds, serves as Clerk to the County Plat Board, Apportionment Commission, Subdivision Advisory Committee, and the County Election Commission.

Provides information to the federal, state, county, city, township and village governmental units in the form of monthly lists including; Calhoun County Deaths, Births, Marriages, Assumed Name Certificates, Mortgages, and Tax Liens.

Acting as a Document Analyst

Vital Records Filings - Analyzes each document for filing, following state statutes, including: the processing of Calhoun County Births, Deaths, Marriages, Assumed Name Certificates, Co-partnerships, Dissolutions, Concealed Weapons Applications/Permits, Board, Notary Applications, DD214\'s (Military Discharge), Veteran\'s Licenses, and Traffic Control Orders.

Election Filings - As a support staff to the Election Specialist; receives and reviews election day materials as a Receiving Board Member, corresponds with election officials, prepares materials for archival storage, compiles election results and provides results to the media and candidates, updates voter history, and enters data into the Qualified Voter File (QVF). Ensures that the automated information is correct and is properly recorded during each election cycle. Distributes voter registration applications to all Calhoun County cities, townships, villages and other counties. Proofs official ballots, sends proof ballots to each candidate, and sends certificates of Nomination of Election to each successful candidate and reproduces all precinct poll books.

Circuit and Family Court Filings - Processes and creates new Circuit Court cases involving civil cases in excess of $25,000.00, and in criminal cases where a defendant may receive a prison sentence. Processes legal paperwork for docket pleadings, schedules hearings, and sets aside convictions, receipts bond payments, handles detailed legal filings in Family Court cases including; juvenile, divorce, paternity, child support, child abuse/neglect cases, personal protection orders, adoptions, name changes, guardianship and emancipation of minors, legal bench warrants, recall warrants, writs, subpoenas, garnishments and summons.

Land Record Filings - Analyzes each document for recordability and records the documents in accordance with state statutes. Documents include; Deeds, Mortgages, Discharges, Liens, Mechanic and Court Liens, Lis Pendens, Foreclosures, Plat Maps, Condominium Filings, Land Corners and Surveys, Powers of Attorney, Living Trusts and UCC Statements and Fixture Filings and other land related documents. Provides copies of all real property transactions to numerous federal, state and county departments and to the public.

Acting as a Records Manager

Maintains all vital records, land records, circuit court clerk records, and election records by using automated and paper systems. Calhoun County records date back to 1830. Ensures that properly prepared documents are created, received, recorded, indexed and available to the public. Digitizes vital records for permanent storage and retention. Disposes of records as outlined in the State of Michigan Retention Schedule.

Maintains Document Storage and Retrieval in various formats including; Records Books, Card Index Files, Microfiche, Microfilm, Computer Index and Digital Image.

Acting as a Customer Service Representative

Assists all customers, in person, by telephone and/or through correspondence in a pleasant, efficient and effective manner according to policies, procedures, and statutes.

Is knowledgeable in all areas of recording, filing and indexing of official documents.

Instructs the public as to the use of our automated systems, index books, and microfilm/microfiche readers.

Acting as a Financial Manager

Performs complex financial transactions.

Balances and prepares daily cash reconciliation for the four divisions of the Clerk and Register of Deeds office, including credit card transactions.

Submits bi-weekly, monthly and quarterly payment vouchers and sends the reports to numerous county, state and federal departments.

Job Qualifications

The position requires a minimum of a high school diploma and at least two years of advanced training or experience including:

• paralegal or legal secretary training
• court experience
• land title background
• vital records background
• excellent customer service skills
• advanced written and grammatical skills
• knowledge and application of legal terminology
• excellent computer skills
• ability to digest expanding demands for computer literacy
• detail oriented with exceptional accuracy
• ability to multitask in a demanding environment

Supplemental Information

1/4/24 posted internal through 1/8/24 AS
1/9/24 posted external AS

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