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To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Morgan County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship. Incumbent serves as Second Deputy/Records for the Morgan County Clerk’s Office, responsible for monitoring electronic communication, retrieving files, and serving the needs of the public.
DUTIES:
Monitors electronic communications and responds to requests for information and files from emails.
Monitors faxed communication and responds to requests for information from faxes.
Retrieves public requests for paper and electronic files in response to requests for information from title searchers and court actions.
Answers telephone inquiries and greets office visitors, providing information and instruction and directing callers and visitors to proper offices.
Refiles public requests for files in secure manner after completion of requested search.
Scans files and maintains records and files in secure manner, following State regulations.
Performs various clerical and related duties, as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED.
Ability to meet all Department hiring requirements, including passage of a drug test.
Clerk/Second Deputy Records
Working knowledge of standard office procedures and computer software programs used by the Department, with ability to apply such knowledge to a variety of interrelated processes, tasks and operations, such as ODYSSEY, Incite, Microsoft Outlook, and Indiana State Library system.
Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence, documents and written reports as required.
Knowledge of standard policies, practices, and legal requirements of the Department, with ability to effectively respond to inquiries, receive fees/payments, and apply appropriate procedures accordingly.
Knowledge of standard filing systems and ability to create and maintain Department files.
Ability to operate standard office equipment, including computer, fax machine, postage meter, microfilm reader, copier, scanner, and telephone.
Ability to effectively communicate orally and in writing with co-workers, other County departments, Courts, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.
Ability to comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/difficult persons.
Ability to understand, memorize, retain and carry out oral or written instructions.
Ability to read and interpret detailed prints and sketches.
Ability to understand and follow oral or written instructions.
Ability to file, post, and mail materials.
Ability to read work rules, and speak clearly with poise.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to work on several tasks at the same time, often under time pressure.
Ability to count and make simple arithmetic additions/subtractions.
Ability to apply knowledge of people and locations and perform arithmetic calculations.
Ability to present findings in oral or written form.
II. RESPONSIBILITY:
Incumbent receives general supervision with assignments guided by broad policies and/or general objectives. Work priorities and schedules are primarily determined by supervisor, flexible, customary routine, and service needs of the public. Incumbent establishes performance procedures and performance standards, and interprets policies. Decisions are always determined by specific instructions or existing, well established policies and procedures. Work is reviewed primarily for compliance with department policy. Undetected errors could result in a loss of time to correct error.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County departments, Courts, and the public, for the purpose of giving and receiving information.
Incumbent reports directly to First Deputy/Records.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting/standing/walking for long periods, lifting/carrying objects weighing up to 25 pounds, pushing/pulling objects, bending, keyboarding, close vision, speaking clearly, and handling/grasping objects.
To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Morgan County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship. Incumbent serves as Second Deputy/Records for the Morgan County Clerk’s Office, responsible for monitoring electronic communication, retrieving files, and serving the needs of the public.
DUTIES:
Monitors electronic communications and responds to requests for information and files from emails.
Monitors faxed communication and responds to requests for information from faxes.
Retrieves public requests for paper and electronic files in response to requests for information from title searchers and court actions.
Answers telephone inquiries and greets office visitors, providing information and instruction and directing callers and visitors to proper offices.
Refiles public requests for files in secure manner after completion of requested search.
Scans files and maintains records and files in secure manner, following State regulations.
Performs various clerical and related duties, as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED.
Ability to meet all Department hiring requirements, including passage of a drug test.
Clerk/Second Deputy Records
Working knowledge of standard office procedures and computer software programs used by the Department, with ability to apply such knowledge to a variety of interrelated processes, tasks and operations, such as ODYSSEY, Incite, Microsoft Outlook, and Indiana State Library system.
Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence, documents and written reports as required.
Knowledge of standard policies, practices, and legal requirements of the Department, with ability to effectively respond to inquiries, receive fees/payments, and apply appropriate procedures accordingly.
Knowledge of standard filing systems and ability to create and maintain Department files.
Ability to operate standard office equipment, including computer, fax machine, postage meter, microfilm reader, copier, scanner, and telephone.
Ability to effectively communicate orally and in writing with co-workers, other County departments, Courts, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.
Ability to comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/difficult persons.
Ability to understand, memorize, retain and carry out oral or written instructions.
Ability to read and interpret detailed prints and sketches.
Ability to understand and follow oral or written instructions.
Ability to file, post, and mail materials.
Ability to read work rules, and speak clearly with poise.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to work on several tasks at the same time, often under time pressure.
Ability to count and make simple arithmetic additions/subtractions.
Ability to apply knowledge of people and locations and perform arithmetic calculations.Ability to present findings in oral or written form.
II. RESPONSIBILITY:
Incumbent receives general supervision with assignments guided by broad policies and/or general objectives. Work priorities and schedules are primarily determined by supervisor, flexible, customary routine, and service needs of the public. Incumbent establishes performance procedures and performance standards, and interprets policies. Decisions are always determined by specific instructions or existing, well established policies and procedures. Work is reviewed primarily for compliance with department policy. Undetected errors could result in a loss of time to correct error.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County departments, Courts, and the public, for the purpose of giving and receiving information.
Incumbent reports directly to First Deputy/Records.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting/standing/walking for long periods, lifting/carrying objects weighing up to 25 pounds, pushing/pulling objects, bending, keyboarding, close vision, speaking clearly, and handling/grasping objects.
Position is full time with benefits.
