Official Document Specialist Job Vacancy in Calhoun County Marshall, MI 49068 – Latest Jobs in Marshall, MI 49068

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Company Name : Calhoun County
Location : Marshall, MI 49068
Position : Official Document Specialist

Job Description : Job SummaryUnder 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 & ResponsibilitiesActing as a Deputy Clerk and Register of Deeds1. 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.2. Serves as a liaison to the public when preparing Notary Publics.3. 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.4. 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_*1. 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.2. 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.3. 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.4. 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_*1. 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.2. 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_*1. Assists all customers, in person, by telephone and/or through correspondence in a pleasant, efficient and effective manner according to policies, procedures, and statutes.2. Is knowledgeable in all areas of recording, filing and indexing of official documents.3. Instructs the public as to the use of our automated systems, index books, and microfilm/microfiche readers.*_Acting as a Financial Manager_*1. Performs complex financial transactions.2. Balances and prepares daily cash reconciliation for the four divisions of the Clerk and Register of Deeds office, including credit card transactions.3. Submits bi-weekly, monthly and quarterly payment vouchers and sends the reports to numerous county, state and federal departments.Job Qualifications1. 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 trainingcourt experienceland title backgroundvital records backgroundexcellent customer service skillsadvanced written and grammatical skillsknowledge and application of legal terminologyexcellent computer skillsability to digest expanding demands for computer literacydetail oriented with exceptional accuracyability to multitask in a demanding environmentThis job description is intended to describe the general nature and level of work being performed by a person assigned to this job. They are not to be construed as an exhaustive list of all job duties that may be performed by a person so classified.The Calhoun County benefits package offers flexibility, choice, and value, and comprises a major part of our employees total compensation package. At Calhoun County, we know that good benefits plans are important to employees and their families.Location: County Building,315 West Green Street,Marshall,MI, Marshall, MI 49068Job Type: Full-time

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