Clerk-Recorder Office Specialist I

About the position

The Clerk-Recorder Office Specialist I position is an entry-level role within the County Clerk-Recorder's Office, primarily focused on providing public service and performing various duties related to marriage license issuance, vital records management, and passport application acceptance. The role involves assisting the public, processing requests, and maintaining official records under direct supervision while undergoing training.

Responsibilities

• Assist, direct, and instruct the public in processing requests for copies of official and vital records.
• Refer and advise the public regarding vital and official record issues and passport acceptance without giving legal advice.
• Process incoming credit card orders and resolve related customer issues.
• Review mailed requests for vital and official records for acceptability to process.
• Search for and issue certified copies of vital and official records using various methods.
• Issue Declarations of Marriage and process notary authorizations for confidential marriage licenses.
• Enter vital and official record information into the computer system and maintain archives.
• Verify identities for vital records requests and marriage license applications.
• Examine and accept applications for marriage licenses and create marriage licenses.
• Conduct public and confidential civil marriage ceremonies as a County Clerk Deputy Commissioner of Civil Marriages.
• Administer oaths to prospective brides and grooms and deputize One-Day Deputy Commissioners.
• Accept, review, and process passport applications, verifying accuracy and compliance.
• Compute proper fees, accept payments, and maintain cash accountability procedures.
• Track progress of marriage licenses and ensure compliance with legal requirements.
• Review and accept amendments to vital records as prescribed by law.
• Assist the public with questions relating to vital and official record issues in person, by telephone, and in writing.
• Scan and index certificates into the electronic imaging system and input pertinent information into the computerized index.
• Perform general clerical tasks in support of the Clerk-Recorder's Office.

Requirements

• High school diploma or equivalent education.
• One 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, standard office machines, and customer service principles.
• Ability to follow and understand oral and written instructions, exercise sound judgment, and interact tactfully with the public.
• Basic computer applications and mathematics skills.