Administrative Clerk

Job Overview

Description

The Administrative Clerk is responsible to be a steward of county records, specifically vital records (birth, death and marriage), property records, military records, and off-road vehicle/boat registrations. This stewardship includes entering new records, providing copies of records to entitled individuals upon request and preserving the records for future generations.

 

 

Job Duties

The following duties are primarily performed and are essential for this position.  Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position.  Other duties may be required and assigned.

Customer Service:

Answers questions both by phone and in-person regarding the use of website, distribution and recording of records, entitlement to records, and titling/registration of off-road vehicles.   Assists in the application process of records to be distributed and/or possibly corrected.  Receives and processes record requests sent via mail, email, and in-person.  Locates and prepares/prints correct records to be distributed and collects fees due.

Creating Records:

Receives documents to be recorded or processed, verifies all requirements per Iowa Code are met and inputs into the correct recording system.  Scans document into appropriate system and verifies reproducibility.  Contacts customer or firm regarding any requirements not met and determines the best solution for correction.

Record Preservation:

Digitizes paper records. This includes DNR Registrations, Marriage Applications, Marriage Returns and property/real estate records.   Records storage. Once digitized, records are respectively stored in house, sent to the State offices or returned to the originator.  In-house paper records are maintained in an orderly manner as they are still accessed frequently.

Titling and Registering Off-Road Vehicles/Boats:

Verifies required documentation has been submitted by applicant.  Assists customer in completing the application for titling and inputting vehicle information under correct customer profile while verifying all information is correct and up to date. Calculates and collects fees and taxes due from customers.

 

Minimum Qualifications

Education and/or Experience Requirements:

• Graduation from high school or G.E.D. equivalent and some experience. Experience in Real Estate and Customer Service or any office/clerical experience would be a plus but is not required.

Licenses, Certifications, and Other Requirements:

• Valid driver’s license.
• Criminal History/DHS Registry check required.

 

Supplemental Information

Minimum Knowledge, Skills, and Abilities:

In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.

• Thorough knowledge of collection and cashiering procedures, methods and processes.
• General knowledge of real estate.
• General knowledge of bookkeeping terminology, methods, procedures and equipment.
• General knowledge of standard office procedures, practices and equipment.
• Ability to understand and follow oral and written directions.
• Ability to perform mathematical computations with speed and accuracy.
• Skill in the use of a variety of office and data processing equipment and some typing ability.
• Ability to get along well with others.

In evaluating candidates for this position, Dubuque County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.  

Physical Requirements

• Extended periods sitting at a desk working on a computer.
• Standing at counter and frequent walking is required.
• Proficiency in using computers is essential, so good hand-eye coordination and dexterity for typing, using a mouse, and navigating software interfaces are important.
• Requires lifting to 50 pounds.
• Requires ability to walk steps, reaching, squatting, stooping, bending, pushing, and pulling.

Work Environment

• Work is primarily indoors at a desk.
• Occasionally work with irritated or agitated individuals.

 

Equal Opportunity

Dubuque County is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, age, religion, sex, sexual orientation, gender identity, genetic information, ancestry, national origin, marital status, disability, or protected veteran status and will not be discriminated against. Inquiries can be directed to the Human Resources Department at (563) 589-4441.