SUMMARY

This position involves providing highly skilled assistance in the areas of recording, processing, verifying, maintenance of public records, traffic fines, case information, court costs, and proceedings as they relate to the Clerk of the Circuit Court operations.

Customer services skills include: ability to interact with the public in a friendly, positive, courteous and professional manner following the Clerk’s Office Mission, Vision and Core Values. Must maintain superior communication and follow-up skills when dealing with the public, support staff and management. Heavy computer and technical skills are essential to completing daily tasks.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assist the public by researching records and providing accurate information regarding public records or assisting them in self-research methods, such as use of computers, tax, plat maps, and microfiche.
• Provides copies of public records and collects fees from requesting party.
• Will refer the public to the appropriate office for the handling of other services not provided by the Clerk's office.
• Provides the public with accurate explanations of standardized procedures for recording instruments to assure compliance with the laws and regulations.
• Receives, verifies, and processes various documents by mail or in person from the public, attorney's offices, title companies, financial institutions; such as deeds, mortgages, and liens, recording these documents into public records. In addition, processes documents in the E-record queue.
• Verifies that instruments meet recording requirements prior to recording or scanning, notifies sender if not acceptable.
• Accurately calculates recording fees, documentary stamps and intangible tax fees as required with the Florida Statute and the Department of Revenue.
• Processes documents in an accurate and timely manner utilizing written procedures.
• Process customer correspondence in a timely manner, then forward completed requests to Supervisor/Director.
• Balance daily cash receipts, maintain daily logs, and prepares daily reports.
• Must possess a working knowledge of most job functions in the office.
• Performs general maintenance on equipment, such as cleaning, replacing paper, changing tapes, and clearing paper jams.
• Performs notary services for the public (if notary).
• Must be able to maintain confidentiality and privacy.
• Must be available to travel between office locations for training purposes and/or as needed for office coverage.
• Other duties as assigned.

Marriage and Passport Services:

• Issues and processes marriage license, performs marriage ceremonies (if services are available)
• Must meet all citizenship qualifications in order to process passport applications on behalf of the U.S. Government.
• Process Passport Applications, administers the oath and takes passport photos (if services are available).

Annex Duties:

• Provides detailed information regarding case charges and fines due.
• Thoroughly explains requirements and compliance information in accordance with Florida Statute.
• Assures that documentation presented by defendant meets requirements
• Provides information regarding the defendant’s option in satisfying court requirements.
• Processes payments and documentation for Civil Traffic, Criminal Traffic, Probation and Juvenile cases.
• Receives paperwork on behalf of County and Circuit Civil actions and forwards via inter-office mail to the Civil Division.

Confidentiality/Redactions:

Provides correct request forms depending on the circumstances of the request, assuring compliance with Florida Statute. Accepts requests from Public Officers for confidentiality of records submitted for recording as well as documents already recorded. Accepts requests for redaction of information from the Official Record. Properly completes routing slip and forward requests to the Director for processing.

PERSONAL ATTRIBUTES

• Self-motivated and capable of managing multiple priorities and tasks.
• Excellent interpersonal skills, ability to work with diverse personality types and provide exceptional customer service.
• High attention to detail with strong problem-solving skills.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED) plus a minimum of two years’ experience in a responsible clerical position which demonstrates knowledge and ability to use office automation technology. Must also pass a keyboard skills test of at least 35 cwpm.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to effectively present information and respond to questions from groups of managers, clients, customers and the general public. Highly effective communication and organizational skills are required. Must be able to take initiative and exercise sound judgment.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to balance out cash reports. Previous cashiering experience is preferred.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations. Ability to follow written and verbal instructions.

Accountability: The majority of the employees' output is verified or reviewed by a senior Clerk's Office personnel. Errors can usually be detected and corrected.

Decision Making: Employee has some discretion in the performance of job duties, but most are performed according to standardized procedures.

Concentration: Continuous attention is required while inputting data to computer and verifying documents.

Confidentiality: Employee may have access to confidential information and documents and will be expected to maintain privacy.

Cooperation: Employee must cooperate effectively with the public and provide accurate information and/or assistance courteously and tactfully. Must work cooperatively with other divisions in the Clerk's office as well as other county offices in the performance of required duties. Must maintain a friendly, flexible attitude under potentially high stress conditions.

CERTIFICATES, LICENSES, REGISTRATIONS

A valid Florida Driver's License is required for the hiring process. Must be able to be bonded as a Deputy Clerk.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. Routine maintenance duties will be required when operating office equipment. The noise level in the work environment is usually moderate.

An Equal Opportunity Employer / ADA / Veteran's Preference

The Clerk of the Circuit Court and County Comptroller does not discriminate on the basis of race, color, national origin, sex, marital status, religion, age, gender identity, sexual orientation, pregnancy, genetic information, veteran status, mental or physical disability or any other category protected by law in employment or the provision of services.