CLERK V

OFFICE OF THE COOK COUNTY CLERK

NOTICE OF JOB OPPORTUNITY

CLERK V

Reference ID: VR-00001

Posting Date: March 31, 2025        

Closing Date:  April 14, @ 11:59:00 PM

Status: Full-time 

Shift Start Time:  9:00 A.M.                                                                                 

Shift End Time:  5:00 P.M.

Department: Vital                                                                                     

Division: VITAL RECORDS

Location: 118 N Clark Street

Salary:  $52,808

Grade:    14                                                                     

Job Code: 4842

Union:   SEIU73                                                                                           

Shakman Status:   Non-Exempt                                                                           

FLSA Status: Non-Exempt

Application Process: Internal/External
                                                                                

                                                                         Job Summary

Reporting directly to a designated Vital Records Supervisor within the Cook County Clerk’s Office Vital Records Division, the Clerk V will receive cross-training within all Units of the Vital Records Division including Public Service, Document Processing, Mail Tracking, Genealogy, Online Correspondence Orders, License & Registration, Scanning / Indexing and Accounting and will be trained on all data base system(s) required to issue documents from the aforementioned Units. The Clerk V may be assigned to any of the Clerk Office locations throughout Chicago and suburban Cook County, based upon operational needs.

Essential Job Duties

• Assists customers with the acquisition of vital records including birth, death and marriage certificates and the processing of Notary Commissions and Assumed Business Name applications.
• Advises customers of the cost of certified copies of requested documentation.
• Obtains and confirms customer information to facilitate the issuance of vital records.
• Issues or denies certified copies of vital records to customers based on entitlement.
• Ensures confidentiality of records in accordance with federal and local laws including Homeland Security and in accordance with the Vital Records’ Standard Operating Procedures (SOP).
• Collects required fees for vital record documents and uses steps prescribed in the SOP to balance daily transactions including, cash, checks and credit card payments.  
• Documents daily transactions at the end of each business day in accordance with SOP.
• Collects, sorts, counts, deposits, and secures large amounts of paper currency both manually and utilizing a bill counter machine.
• Research documents that are not digitized and may be stored on microfilm or hard copy.
• Responds to requests and inquiries from the general public either by phone, mail, or email.
• Adheres to the SOP for the Vital Records Division which establishes guidelines to multi-operational work Units within the Division.
• Open, sorts and delivers mail orders to the appropriate work Units within the Division on a daily basis.
• Works with designated Vital Records Supervisor on scanning of vital records that have been requested.
• Research older vital records as requested by customers utilizing microfilm or other resources.
• Processes online and mail orders as directed.

       This list represents the essential tasks performed by the Position. Employees may be assigned additional Position-related duties by management as required. 

Minimum Qualifications

• High School Diploma or the General Education Development (G.E.D.) Certificate.
• Two (2) years of full-time customer service work experience.
• Two (2) years of full-time cashier work experience.

Knowledge, Skills and Abilities

• Knowledge of common documents kept by CCCO, with particular emphasis on birth, death, and marriage certificates.
• Knowledge of the CCCO’s policies and procedures for processing vital records in accordance with the Vital Records Division’s SOP.
• Knowledge of the various work Units in the Vital Records Division.
• Knowledge of Cashiering Point of Sales System (POS).
• Ability to work under pressure while working with the Public Service Unit.
• Ability to communicate clearly, concisely, and effectively, both orally and in writing with customers and fellow employees.
• Ability to use basic math skills when accepting cash during transactions including providing proper change.
• Ability to process credit card transactions accurately.
• Ability to use to use a bill counter machine.
• Ability to use a computer to perform basic daily tasks including document processing and data entry. 
• Ability to use a microfilm machine to search for vital records and document(s).
• Ability to establish and maintain effective working relationships with various departments in the CCCO.
• Ability to understand and follow oral and written instructions.
• Ability to be flexible, detail oriented and logically solve problems.
• Ability to open, sort, batch and deliver mail daily.
• Ability to adhere to the Vital Records Division’s SOP.
• Ability to learn and develop research skills for genealogy and or archives requests.
• Ability to travel to and between suburban offices if necessary.                                                                                                          Physical Requirements
• May have to stand or sit for longer periods of time. 
• May be required to frequently bend or stoop.
• May be required to lift or carry up to 50 lbs.

The Cook County Clerk’s Office does not hire for Non-Exempt Positions based on Political Reasons or Factors.

"METHOD OF APPLICATION: Apply online at https://cookcountyclerksofficetojob.com/apply. Online submission will close at 11:59 on April 14, 2025

Must be legally authorized to work in the United States without sponsorship.

COOK COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER