What are the responsibilities and job description for the Vital Records/Lien Specialist position at Pennington County, SD?
Position Description
Position Objective:
Processes Vital Records applications according to law, resolution, or direction of the Register of Deeds. Performs clerical duties and provides assistance to the general public and other various entities. Follows current SD Codified Laws as they pertain to this office.
Position Functions
Essential Functions:
- Processes birth, marriage and death certificate applications
- Issues marriage licenses for the State of South Dakota
- Communicates the laws, policies, and procedures that determine who may or may not purchase certified copies of vital records and/or explain how to lawfully register and correct/amend these records
- Files and processes all liens for Pennington County, the State of South Dakota, IRS, US Attorney’s Office and related items
- Reconciles cash drawer on a daily basis
- Receives Fictitious Business Names applications and registers them into state system
- Creates burial permits for funeral homes
- Interprets and enters the grantor/grantee information from submitted documents for research purposes
- Prepares daily document download to flash drives for title companies
- Audits documents entered versus documents scanned to ensure all documents for accuracy
- Responsible for record submission to the State Records Management office for microfilming for permanent record
- Scans and enters information from plats submitted for recording.
- Ensures confidentiality and prevents fraudulent use of the closed records contained in this office
- Must be able to accurately receive and account for US dollars collected and dispersed
- Performs duties as assigned by supervisor.
- Maintains compliance with all County policies and procedures.
Qualifications
Education and/or Experience Required:
- High School Diploma or GED Certificate
- 1 to 2 years of customer service experience
- Must be computer literate to retrieve information
- Must be able to comprehend written and verbal instructions
- Ability to work independently making logical decisions with self-motivation to assist
- Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA, and other federal, state and local standards, including meeting qualitative and quantitative productivity standards
- Ability to maintain regular, punctual attendance consistent with the ADA, FMLA, and other federal, state and local standards
- This position frequently remains stationary for long periods of time and needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
- Constantly operates a computer and other office productivity machinery such as a calculator, copy machine and printer.
- Must be able to move up to 20 pounds unassisted, and move 40 pounds with assistance.
- Must be able to communicate clearly and effectively on telephone, in-person and in writing.
Additional Information
Working Environment:
- All work is performed indoors in an office where noise and interruptions often occur and cameras monitor transactions
- Professional business atmosphere where accurate accounting of monetary and one of a kind documents are recorded
- Work will include interaction with old books and consequently encountering dust.
- Face to face customer service throughout the day
- Some travel may be required for training and meetings
- Personally liable for all monetary shortages that occur as a result of not collecting sufficient payment from customers
Pennington County Benefit Summary
The following is a summary of benefits available to full-time and part-time benefited employees of Pennington County.
Heath Care Program
Health – Pennington County has a self-funded health care program for employees and their dependents. Health Insurance and Prescription Drug is covered through Wellmark (Blue Cross Blue Shield). Two plans are offered: a traditional PPO plan with co-pay structure and a high deductible plan with higher deductible/out-of-pocket maximums.
Dental – Dental coverage is provided through Delta Dental of South Dakota. 100% of usual and customary charges for preventive and diagnostic procedures are covered, after a $50 deductible per individual / $150 per family. Routine and restorative procedures, endodontics, periodontics, and major services are covered at 50%. There is an annual maximum of $1000 per individual. Orthodontics are not covered under this plan.
Prescription – The Health care program includes retail and mail order (90-day supply) prescription coverage, both requiring an affordable co-pay. Co-pays do not accumulate toward satisfaction of the deductible or co-insurance limit.
Note: Health care program coverage is effective on the 1st of the month following one complete month of employment. The program is available for employees and their dependents.
Life Insurance
Pennington County provides a $20,000 basic life insurance policy for every benefited employee. Optional supplemental life insurance can be purchased for employee, spouse, and dependent children.
Employee Assistance Program
Pennington County employees and family members may receive counseling services for issues relating to financial difficulties, marital and family distress, emotional problems, and alcohol or drug abuse. Generally speaking, as many as three visits annually are provided at no charge. Services are confidential.
Retirement Plan
Pennington County is a member of the South Dakota Retirement System (SDRS). The employee contributes 6% (8% for public safety) of gross wages. The contribution is matched by the County. Upon separation from employment with Pennington County, individuals who are fully vested in SDRS (three years of contributory service) have the right to receive a monthly lifetime retirement benefit at retirement age.
Employees may choose to save additional funds toward retirement on a pre-tax basis through the SDRS supplemental retirement program. Other SDRS benefits include long term disability, family, and spouse benefits.
Supplemental Insurance
AFLAC offers various supplemental insurance policies for employees and family members. These policies are portable and guaranteed renewable. Premiums are deducted from payroll.
Paid Time Off
Vacation – Vacation time accrues per pay period at the rate of 3.077 hours for new employees with incremental increases based on years of service. Maximum hours of accumulation apply.
Sick Leave – Sick leave accrues at the rate of 3.077 hours per pay period. Employees may use up to 80 hours of available sick leave annually for other designated reasons. Sick leave separation benefits are available after 10 years of employment.
Holidays – Employees are eligible for up to 11 paid holidays per year.
All Paid Time Off benefits are prorated based on the number of hours worked or benefit time taken in a pay period for all benefited employees.
This summary is for general information only. Employees have access to complete and detailed policies, procedures, or summary plan descriptions for all benefits cited.
Salary : $1,000